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Creating E-Mail Messages to Send Out

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37 comments

  • Gillian

    Hi Jason, I'd be happy to help with this. You can find all of the emails that are sent to clients under My Account > Settings > Client Portal > Emails. It's important to note that you can't choose which you'd like to send based on the service - however, you can always edit them before sending them to suit your needs. 

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  • Ashley Gunn

    Hi Gillian,

    I wanted to follow up on this and find out if I can view a previously sent email. I sent out a shared doc to a client and typed up a custom email that I now want to see, but I can't find any record of it. I can see in my activity that the shared doc was sent, but I can't view the actual email. Is that saved somewhere? 

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  • Gillian

    Hi Ashley, currently, there is not a way for you to view the full text emails that have been sent through SimplePractice. 

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  • Alisha A. Teague

    I have a follow up question. I have customized what I want some emails to say but where is the option to send a certain email to a client aside from resending email to activate portal. 

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  • Gillian

    Hi Ally, this option is not currently integrated into SimplePractice - the emails that are sent out depend on where they're being sent from (i.e. the Appointment Request Accepted email is sent when you accept an Appointment Request.)

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  • Christopher Oneth

    It would be a huge help if we could send a follow up email to new clients after the first session. This would help with client feedback and retention. It would be great if there were a variety of standard emails we could chose, customize, save, and send. Remember, the more Simplepractice helps therapists thrive, the more you will get back in return. Please consider adding! Thanks

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  • Gillian

    Hi Christopher, have you considered using an Intake Form/Questionnaire to send clients after their sessions to get client feedback? You can build a custom form under My Account > Settings > Notes and Forms and send it to clients anytime under the Share button. 

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  • Gayle M. Waitches

    I agree with Christopher.  There should be a link to end a client an email, and be able to check the one we want to send. For example, i want to send a client a portal invitation as well as send them intake forms, and do so in one email.

     

     

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  • Gayle M. Waitches

    The other concern with SP is: I created a client but was unable to send them the invitational email at that time. Now that I am ready to send them an email, there does not seem to be a way to do so after the fact.  Unless I am missing something?

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  • Gillian

    Hi Gayle, you can send the client a Portal invitation and intake forms in one email easily either when you add the client to SimplePractice or through the Share button on their Overview page after they've been entered into SimplePractice. Please don't hesitate to reach out if I can assist further with this.

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  • Natalia Salinas

    I sent the wrong intake form. How do I send the correct one?

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  • Gillian

    Hi Natalia, to remove a Shared questionnaire and send a new one, simply visit the client's Overview page. Then, click the X button next to the incorrect intake forum under Shared with Client. Then, click the Share button on the Overview page to select and send the correct intake form.

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  • Anna Yam

    There is an automatic email called "Video Appointment Confirmation with Documents" - under what circumstances does that go out? I made a video appointment for a new patient and wanted to send them intake documents. It seems the email that went out was just an invitation to the client portal w/docs. That is, the appointment confirmation did not go out, it seems. Since I can't see the text of the email then I can't be sure. Please advise.   

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  • Gillian

    Hi Anna, I'd be happy to help with your question. The Video Appointment Confirmation with Documents email is sent when you accept an Appointment Request made through Online Booking that is located at your Video Office. 

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  • David Najera

    How can I receive e-mails in Simple Practice from other practitioners or lawyers, social workers? I would like to be able to receive attachments from these professionals. 

    Can it be done in Simple Practice? 

     

     

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  • Anna Yam

    Gillian, 

    I would like for patients to receive the Appointment Confirmation with Documents email when I book them for an initial appointment, specifically when I do it myself. I don't allow patients to self-book initial appointments. Your use case for this email is impractical for me (and likely many other providers). Can this be a feature request?  Thank you.

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  • Gillian

    Hi David, this is not currently a feature of SimplePractice. However, we do have some customers who add their professional contacts to SimplePractice as Clients so that they can use Secure Messaging and receive uploaded documents from other clinicians, lawyers, or social workers. Let me know if you'd like more information on how to set that up. 

     

    Anna, I'll be sure to pass this request along to our Product team. 

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  • Kathleen Hebden

    I have read articles in the help section but wanting to send out an email to all my current clients offering them telehealth. Is there a template already created or what do I need to do. I understand their settings need to be set to email reminders but can I send them all at once? Thank you, Kathleen

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  • Gillian

    Hi Kathleen, we'd be happy to help. We created this template for you to use to communicate to your clients about best practices for COVID-19 which encourages the use of Telehealth. You can make a copy and customize it for your needs here: https://docs.google.com/document/d/1KaMgo5FXkYml0ThILDF53MKO-smjsAiGiU5zCLAkegg/copy


    Then, you can upload the template as a PDF under My Account > Settings > Client Portal > Shared Documents and Files and share it with clients through the Share button. Alternatively, you can add the template to your website, and send clients a quick Secure Message encouraging them to review the letter on your website. 

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  • Sandra Montes

    thank you

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  • Lisa Lund

    I would like to send a customized email to my client.  I don't see where I can do that. 

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  • Gillian

    Hi Lisa, you can send a client a secure, HIPAA compliant message using our Secure Messaging feature. Just click the chat bubble at the top of your SimplePractice Calendar, select the client you'd like to message, and type your message. Then, hit Send. The client will receive an email notifying them of the new message, which they can view and respond to in their Client Portal. 

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  • Marcie A. Evans, M.S., LMFT

    Can we include embedded links into any correspondence with clients? Either through messaging or emails?

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  • Gillian

    Hi Marcie, yes, you can send a link to a client in a Secure Message to share a resource with them.

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  • Charlene Williams

    Hi

    How will the secure message appear to clients?  Will it have the email address that we used to register at the SP site?  Or something other?

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  • JESSICA N. HARDY SWANN

    Can we share client reports and completed evaluations securely through messaging or the email option? Would this be HIPPA compliant?

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  • Gillian

    Charlene, Secure Messages will send the client an email notifying them of the new message. Then, they can click a link to go to the Portal and read the message. 

    Jessica, you can upload these to the Uploaded Files section of the client's chart, then use the Share button on their Overview page to share the file with them. 

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  • Ferda Celen

    I am not sure if I emailed a document to a client. Where can I find it?

    Is there a way to mark a document as sent/emailed ?

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  • Ayelette

    Hi Ferda,

    A list of documents shared with a client will appear in the Shared with Client section on the lower right of their profile page. Each document will display its status, e.g. Sent, Viewed, or Completed, along with the date of that status update.

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  • Wendy Concepcion

    Good Morning,

    I am have had several clients tell me when they go to access something in the portal - such as a link I sent through messages - that they are told the message has timed out and they cannot access it.  

    I also have experienced a problem when I send intake forms for the first time to a client and they don't sign in immediately.  They are then told their portal link has timed out. 

    1. How long can my clients access messages I send through the portal? Is there a way messages stay for them to return to later?

    2. How soon does the initial portal link expire after I send it to a client?

    Thanks,

    Wendy C. 

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