OP Notify: Email Notification Event

Version 14.19

This content is part of the OP Notify Training Program.

Note: The On Demand Notification Event must be created before creating the Email event.

The Event page is followed by the Delivery Rule page and the Email page (when Email is selected as the delivery method). After the Event page has been completed and the Next button has been selected, the Delivery Rule page appears. You will select email as your notification method on the Delivery Rule page. Once the Delivery Rules are complete and the Next button has been selected, the Email page appears. You will create your email message on the Email page.

Email Notification Delivery Rule 

After the Delivery Rule page appears, complete the Delivery Rule information:

  1. Verify the Active slide is set to ON. It is best practice to set Active to ON because On Demand messages are typically sent immediately after they are created.
  2. Click the drop-down arrow for Method and select Email.

  1. Click the Next button. The Email page appears.

Email Message

After the Email page appears, create the email:

  1. Enter a subject of the email in the Email Subject field.
  2. Select the type of email message:
  • Create plain text email: This option is selected by default. Use this when you want to create an email from scratch.
  • Use email template: Use this selection when the practice has created standard notification templates. Email templates allow you to create customized layouts for your email messages with editable text and image areas. Selecting this radio button will cause the Email Template drop-down to appear. Select the template from the Email Template drop-down.
  1. Create the email in the Email Message field or alter the template to match your needs.Use tokens in the Email field to personalize the message. To use a token:
  1. Locate the area of your Email where you want to enter a personalized item (example a patient's first name) and place your cursor. The cursor location will indicate where the token will be placed in the Email.
  2. Select the Insert Token dropdown.
  3. Select the token item that you want to enter into the Email.

  1. Click the checkbox for Include patient opt-out link. This will allow a patient to opt out of the appointment notifications. However, if the patient wants to be added back to the email appointment notification, see Adding a Patient to the Notification Message after the Patient Opts Out below.
  2. (Optional) Test the email communication in the Send Test Email field. Though this step is optional, best practice indicates to test and confirm the email communication. To do this:
  1. Enter your email address in the Enter Email Address field.
  2. Click the Send button.
  3. Verify the email is received and clearly indicates your notification.
  1. Click the Save button.

Adding a Patient to the Notification Message after the Patient Opts Out

If a patient wants to receive notifications after opting out of a notification message, the patient will need to contact the practice. The office would then need to return the patient to the notification recipients list:

  1. Select Patient Administration.
  2. Search for and select the Patient.
  3. Select Notifications.

  1. In the Campaign Type field look for the notification where the patient opted out.
  2. You will see an X in the email column for the notification where the patient opted out. Click the X and place a checkmark under email for the desired notification.

  1. Click the Save button.
Version 14.10
 WARNING: This information is intended only for clients currently in the implementation or production phase with OP Notify functionality.


The On Demand Notification Event must be created before creating the Email event.

The Event page is followed by the Delivery Rule page and the Email page (when Email is selected as the delivery method). After the Event page has been completed and the Next button has been selected, the Delivery Rule page appears. You will select email as your notification method on the Delivery Rule page. Once the Delivery Rules are complete and the Next button has been selected, the Email page appears. You will create your email message on the Email page.

Email Notification Delivery Rule 

After the Delivery Rule page appears, complete the Delivery Rule information:

  1. Verify the Active slide is set to ON. It is best practice to set Active to ON because On Demand messages are typically sent immediately after they are created.
  2. Click the dropdown arrow for Method and select Email.

  1. Click the Next button. The Email page appears.

Email Message

After the Email page appears, create the email:

  1. Enter a subject of the email in the Email Subject field.
  2. Select the type of email message:
  • Create plain text email: This option is selected by default. Use this when you want to create an email from scratch.
  • Use email template: Use this selection when the practice has created standard notification templates. Email templates allow you to create customized layouts for your email messages with editable text and image areas. Selecting this radio button will cause the Email Template dropdown to appear. Select the template from the Email Template dropdown.
  1. Create the email in the Email Message field or alter the template to match your needs.Use tokens in the Email field to personalize the message. To use a token:
  1. Locate the area of your Email where you want to enter a personalized item (example a patient's first name) and place your cursor. The cursor location will indicate where the token will be placed in the Email.
  2. Select the Insert Token dropdown.
  3. Select the token item that you want to enter into the Email.

  1. Click the checkbox for Include patient opt-out link. This will allow a patient to opt out of the appointment notifications. However, if the patient wants to be added back to the email appointment notification, see Adding a Patient to the Notification Message after the Patient Opts Out below.
  2. (Option) Test the email communication in the Send Test Email field. Though this step is optional, best practice indicates to test and confirm the email communication. To do this:
  1. Enter your email address in the Enter Email Address field.
  2. Click the Send button.
  3. Verify the email is received and clearly indicates your notification.
  1. Click the Save button.

Adding a Patient to the Notification Message after the Patient Opts Out

If a patient wants to receive notifications after opting out of a notification message, the patient will need to contact the practice. The office would then need to return the patient to the notification recipients list:

  1. Select Patient Administration.
  2. Search for and select the Patient.
  3. Select Notifications.

  1. In the Campaign Type field look for the notification where the patient opted out.
  2. You will see an X in the email column for the notification where the patient opted out. Click the X and place a checkmark under email for the desired notification.

  1. Click the Save button.
Version 14.8

OP Notify was implemented in Version 14.9.