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Sending Email Messages

Email must be set up before you can send emails. See Email for options. Regular email is not a secure method of sending PHI. See Encryption of Data in Transit.

  1. Select the patient.
  2. In the main toolbar, click Email. Or:

The window will be in compose mode. The Sent/Received status will be Neither and the Date/Time will be Unsent.

  1. Enter and verify information about the recipients and sender.
    From: Defaults to the default email address in General Email Settings or the logged on User's Email (if set up). The dropdown to the right lists all email address options for this user. Click the dropdown to change, or manually enter an alias (e.g. If bob@gmail.com is selected in the dropdown, and "Sparkly Dental <bob@gmail.com>" is entered, the recipient will see "Sparkly Dental" instead of "bob@gmail.com". Email addresses tied to digital signatures cannot be edited.
    To: By default contains the patient’s email address as entered on the Edit Patient Information window.
    CC (carbon copy): Enter email addresses that will receive a copy of the message. It is blank by default.
    BCC (blind carbon copy): Enter email addresses that will be sent a copy of the message, but who will not show as a recipient on any other recipient's email copy. It is blank by default.
    Signed By: Only shows if Encrypted Email has been set up on the local computer for the 'From' email address. Click Sig to see details (see Digital Signatures below).

  2. Enter the email message subject and body.
    Subject: The subject of the email message.
    Body: The message text. If an email autograph is associated with the "From" address, it is inserted by default. If the autograph is associated to multiple email addresses, the autograph listed first is inserted.

    To insert an Email Template, select it and click Insert. The template’s subject and message will replace any existing text (including autographs) and associated attachments will be added.
    To insert an Email Autograph, select it and click Insert. The autograph will automatically insert at the end of the email body text.

  3. To attach images or files, click Attach. Select the file, then click Open. They will list in the box. Double click to preview. Right click to Open, Rename, or Remove.

  4. To send a clear text message (not encrypted), click Send.  The message will be sent out immediately.
    To send an encrypted email (standard or Direct), click Direct Message. This option is only available if EHR is enabled and encrypted email has been setup. If you experience issues sending encryped email, it can be a permission issue. Try running Open Dental as an administrator.

All messages are permanently saved and viewable in the Account and Chart modules. Sent emails can be viewed or deleted, but not edited or resent. The Sent/Received status of emails indicates the type of message sent:

  • Sent: A clear text email message was sent.
  • SentDirect: An encrypted email was sent.

Save Emails: Emails can also be saved and not sent. Saved emails list in the Chart module. Emails that are in progress are automatically saved when Open Dental is shut down unexpectedly (e.g. during an update).
Delete: This will delete a sent email from the database, but it will remain on the mail server. Deleted emails will not download again.

Attachments
When you add an attachment, you will be prompted to locate and select the file.

  • If images and documents are stored in a local or network folder (see Data Paths), a list of all images in the selected patient's A to Z folder on the local or network folder will display first. Locate the file and click Open to select it.
  • If images and documents are stored in Dropbox, a Select Files window will open listing all images in the selected patient's Dropbox A to Z folder.



  • Double click a file to select it, or highlight it and click OK.
  • Click the right arrow to refresh the list.
  • Click Preview to view a selected file on-screen.
  • Click Select Local File to search for the file on the local drive.

Digital Signatures
When sending encrypted email, a digital signature is sent with the message. To view signature details, click Sig.

Troubleshooting
See Email Settings and Errors.

 

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