Scheduled emails include bill notifications and reminders. These are sent out on a custom schedule for every provider.
Transactional emails are sent whenever there is some kind of action on the patient’s account. This includes:
- Confirmation of payment
- Confirmation after a PayPlan is created
- Monthly reminder to make a payment towards a manual PayPlan
- Monthly reminder a card will be charged for an automatic PayPlan
- Notification that an automatic PayPlan payment was declined
- A payment was refunded
Subscribing to Emails
Back Office users are now able to manage a patient's email, SMS, and paperless subscription from the Guarantor page. This means that the user's can add or remove email addresses, turn on or off SMS alerts (we use the number we receive in the files for this), and subscribe to Paperless if the email is enabled. The email alerts functionality allows staff to add new emails to Simplee system in addition to the emails already sent in the files. To add an email, enter email in the email box of the subscription section and select add.
As you can see from the screenshot you will also see the date that the email was added and if it was from the files, a user, or the patient (marked as Files, Back Office, and Online respectively), and be able to turn the email alerts On and Off.
When going through the payment flow, the patient has the option to receive a payment confirmation email. There will be a dropdown menus that will contain all of the email addresses that the patient has saved to the account. However if they would like to add a new email there is an option for that. It will look like this:
If the patient would like this email to be added to the account they will leave the check box marked. If they would like this email to be used only this once, they will need to make sure the box is not checked.
Unsubscribing from Emails
You can manage a user’s email preferences on the Guarantor page in their account. You will have to select the status as "Off" for the email address that the patient would like opted out. Opting in to emails does not mean a patient will not receive paper statements and vice versa. A patient always has the choice to receive one or the other or both. However if a patient sets their Paperless Subscription to "On" then they will only receive emails.
Viewing Email History
From the Guarantor page, you can also view a history of what emails and paper statements have been sent to the patient. Scroll down to the Communications Log to view this. Note that the amount shown reflects the balance of the account at the time of the email. It does not show the amount of the transaction that was paid or refunded.