Email Setup

These Email settings affect emails sent and received using Open Dental.

You can have one outgoing email address per clinic. Add the clinic email address then assign it in the Clinic List.
For other options see Secure WebMail Feature and Email Encryption Options.

In the Main Menu, click Setup, Manage, Email.

Email Addresses: A list of email addresses that can be used by all staff members (e.g. general practice, clinic, or group email addresses).

Double click an email address to view or change settings.

Set Default (optional): Set the selected email address as the From email address for outgoing emails (if a user-specific email is not entered).

WebMailNotify (optional): Set the selected email address as the From email address for WebMail notifications to patients.

Add: Add a new email address that can be used by all staff members.

Computer Name to Receive New Email from: This computer will be the only computer that can download new incoming emails to the Inbox (both practice/clinic/group emails and user-specific emails). Only one computer can be set per database. All other computers will only show emails already downloaded.

Enter the IP address or computer/server name or click This Computer to use the computer you are currently on. If you enter a server name and leave Open Dental open on the server, the computer will automatically check the server for new emails according the interval.

Inbox Receive Interval: Set the time, in minutes, to automatically check for and download new emails. Five minutes is the default. The opt-out statement cannot be edited.

Include Opt-Out Statement: Determines if an opt-out statement is included in eService emails. The statement includes Practice or Clinic address and instructions about how to unsubscribe from eService emails (see example below). The statement is only included in emails sent for Web Sched ASAP, Web Sched Verify, Web Sched Recall, eConfirmations, eReminders, Patient Portal Invites, the Confirmation List, and the Recall List.

Example:
This email has been sent to you from:
North Clinic
123 Walrus Way
Portland, OR 97338.

How to unsubscribe:
If you no longer want to receive any email messages from us, simply reply to this email with the word "unsubscribe" in the subject line.

Note: When a patient emails a response to unsubscribe, they are not automatically removed from an eService email list. To stop sending them eService emails, remove their email address on Edit Patient Information.


Email Address Settings

Email addresses entered here can be used by all staff members (general practice, clinic, or group email addresses).

  1. On the Email Addresses window, click Add to create a new address, or double click an address to edit. To set up user-specific email addresses, see Email Settings.
  2. Username: Enter the full email address.
  3. Password: Enter the password for this email account.
  4. Use SSL: Check the box to enable SSL. Uncheck it to disable SSL. Implicit SSL ports (e.g. 465) cannot send encrypted email.
  5. Outgoing SMTP Server / Outgoing Port: Enter the settings used send email. SMTP servers typically require authentication.
  6. Email address of sender (optional): Enter an email alias that will appear in the From address instead of the Username. Not all email providers recognize an alias. When sending encrypted email, this field is ignored.
    Alias format: If Sparkly Dental <bob@gmail.com> the recipient will see Sparkly Dental as the sender instead of bob@gmail.com.
  7. Incoming POP3 Server / Incoming Port: Enter the settings used to receive email.
  8. Click OK to save.

For troubleshooting help, see Email Errors. For information about public certificate hosting for Direct messaging, see Email Certificate Hosting (used by EHR providers to exchange patient health information with other EHR providers).

Alternate Setup Scenarios

Submitted by users on the forum: http://opendentalsoft.com/forum/viewtopic.php?f=1&t=3768

Email forwarding if your domain hosting company doesn't support SMTP:

In this example, the domain hosting company is Godaddy. Godaddy points to hosting site for http, ftp, etc. Godaddy points to Gmail for email, but it doesn't have to.

Email forwarding from Gmail:

  1. Create a new Gmail account, and use the new email account to set up Open Dental with Gmail.
  2. Click the Settings dropdown in Gmail. Click Accounts and Import, then see the Send mail as: section.
  3. Add Reply-To Address for Gmail account (e.g.abc@mydentaloffice.com).
  4. Click Add another email address you own to add your domain related email address (e.g.abc@mydentaloffice.com).
  5. Enter Name and Email address (abc@mydentaloffice.com).
  6. Make this new email address your default address. This will ensure that Gmail will use abc@mydentaloffice.com.

Problems with forwarding:

  1. Gmail can lock your account periodically because they detect suspicious activity.
  2. Patients' email software can interpret email forwarding as spam and send it to their junk folder.

Even if you turn on SSL for sending your email, the email is still not considered secure. The only way to email securely is to use encrypted email.