Create a Message

Version 14.19


In this article, you will learn how to create and send a patient Message and a non-patient Message in OP. Patient Messages are patient-specific and are saved as part of the patient's Medical Record. Non-patient Messages, however, are not tied to a specific patient, and are typically used for general communications within the practice. All Message creation is started using one of the following methods:

  • Click the Send Message button in the Clinical or Practice Management tab.
  • Click Phone in the Messages section of the Main Navigation Panel to open the Message Center. Then, click the New Message button.
  • Click Messages in the Patient Chart. Then, click the New Message button.

Create a Message

  1. Navigate to the Message using one of the methods above.
  2. Confirm the patient information fields are correct or are blank depending on the type of Message being sent.

  • Patient Message: If the patient's information is not already populated, search for and select the patient using the patient search field  . Once the patient is selected, their information is populated.

Tip: The only patient information field that can be edited is the Phone field. This should be updated if the Message is being sent as a result of a conversation with the parent or patient and they are to be reached at a different phone number than what is listed in the patient's Demographics. Editing the Phone field does not alter the patient's Demographics record.

  • Non-patient Message: If a patient's information is displayed, click the Clear button to remove the information.
  1. Complete the following fields, if applicable:
  • Spoke with: Select an option from the drop-down menu.
  • Time of call: The time and date stamp are populated when the message is opened. To change this information, click the drop-down menu.
  • Time Spent: Enter the amount of time spent on the call, in minutes, or click the drop-down menu and select from the number pad.
  • Urgent: Select the checkbox to mark the message as urgent.
  • Visibility: Default visibility for the message is set to Any staff member. To change the visibility for the message, click the drop-down and select from the list.
  1. In the To: field, use one of the following methods to select the recipient(s) of the message:
  • Use the drop-down in the To: field to select the recipient(s), either individual or department. Repeat this method to build your recipient list from left to right in the To: field.
  • Start typing the recipient name in the To: field, and make your selection. Repeat this method to build your recipient list from left to right in the To: field.
  •  Click the Recipient Grid buttonto select multiple recipients from a list by selecting the checkbox in the Send column. While here, you can also select the checkbox to indicate if there is Action Required (Act Req) by each selected recipient.
  • In all of the options above, if the message is to be sent to everyone in the practice, select Everyone as the recipient.

  1. If your message requires action from the recipient(s), select the Action Required button  for each recipient. If a selected recipient needs to be removed, click the Remove Recipient button .
  2. If needed, select additional recipient actions. 
  • No one: This option is used to document a message but the message is not sent to a recipient. When this option is selected, the Send button is replaced with a Save button.
  • Patient Portal: This option sends the message to the patient's active portal account.
  • All Must Read: This option requires that all recipients read the message. This is typically used when sending a message to a group of users, department or everyone.
  • No Response Allowed: This option closes the message from further responses.
  1. Complete the fields of the message using the information below.
  • Subject: Enter a brief description of the reason for the message.
  • Message: Enter the content of the Message. Phrase Construction  and a shortcut to the patient's prescription record are available.

Note: ClearTriageis also available to practices who have active subscriptions.

  1. (Optional) Add attachments by clicking the Attach button and selecting the document to attach.
  2. Click the Send button.
Version 14.10
Path: Smart Toolbar > Schedule button > Messages tab


On this page you will find instructions on how to create a new message.

Creating a Message

  1. To open the Message form, click the Send button on the Smart Toolbar.


From the Schedule and Practice Workflow window, click the Messages button .

  1. Click the New Message button  .

Practice Workflow: Messages 

  1. Search for the Patient in the Search box   . Once selected the patient's information is displayed in the left header fields.
  2. In the right message header fields, complete the following Fields:
Field NameDescription
Spoke withSelect mother, father, guardian, etc.
Time of callThe time and date stamp are entered when the message was opened, to change it click the Drop-down menu (optional).
Length of callIf phone time is tracked, click the Drop-down menu in the Length of call field or enter the Number of Minutes spent on the phone call (optional).
UrgentA message marked Urgent will be the color red the in the recipient's inbox.
Note VisibilityDefaults to Any staff member. If the message is confidential change it to a higher visibility.


  1. Select an Option from the To: drop-down menu.
Field NameDescription
SendUsed to select the recipient or recipients.
Act ReqAction Required is used if the recipient needs to complete a task related to the message. To send as Action Required click the Double checkmark button after selecting a recipient .
Clickand select the Action Required checkbox.
DepartmentSelect an entire Department to send the message (optional).


  1. Choose To options (optional): 
Field NameDescription
No OneUsed to document a message in the patient record and is not sent to a recipient.
Patient PortalUsed to respond to messages from the Patient Portal.
All Must ReadUsed if the sender wants all recipients to view and/or respond to the current message.
No Response AllowedMarks the conversion as closed disallowing further responses.


  1. Enter a brief Description of the message in the Subject field.
  2. Enter the Details in the Message field.
  3. Click the Send button.