Provider Bulk Email

This page guides you through the Provider bulk email notifications process.

These are the topics on this page:

Accessing the Bulk Email notifications

The Provider Bulk Email Notification page is accessed from the Case Management >Provider Bulk Email menu. This Notification page allows for the plan manager to email out to their providers either reports, whether these be custom or general or bulk email communications with relevant attachments to the nominated recipients.

Additional Information

For additional information related with editing the body email refer to the Communication Template topic. For information on the registering of audit records for the email transaction refer to the provider topic.

Navigating the Bulk Email screen

The following is an outline of the fields and objects that comprise the Provider Bulk Email Notification form:

SMTP Alert: If your custom SMTP setting within the Organisation record have not been established Brevity will provide an alert. This alert will list the default sender email address.
Send: Selecting this button will send the report or email to the selected service providers.
Preview: Selecting this button will create a data grid listing of the service providers who can be selected to receive the email.
Email Template: This is a drop down field that lists existing email template that are available for use. To create a new email template refer to the topic communication template guide.
Report: This is a drop down field lists the type of report that will be sent to your service providers. Brevity will generate the report and attach it to your email.
Report From Date: This field is used to list the first day covered by the report generated by Brevity. The date can be input free text or selected from the calendar picker. This field is not visible if GENERAL EMAIL has been selected from the Report field.
Report To Date: This field is used to list the last day covered by the report generated by Brevity. The date can be input free text or selected from the calendar picker. This field is not visible if GENERAL EMAIL has been selected from the Report field.
From: This is a drop down field that lists the name of the sender of the email.
Subject: This field is used to specify the text that will appear within the Subject Line of the email
Email Body tools menu: The tools listed allow the user to modify the formatting, alignment and indentation of the text presented within the email body.
Email Body: This is the message that you will reflected within the email that is sent to your service providers.
Search field: This field is used to search for individual or groups of matching service provider, using full or partial text strings.
Recipient list: This data grid lists the service providers that can receive email. This grid is created from the action of selecting the preview button. Data listed within the grid includes recipient name, email address and view link to review the report information that is relevant to the recipient. This Data grid is only visible if GENERAL EMAIL has been selected from the Report field.
Recipients without a valid email address will be marked with the icon opposite their name
Save Template changes: This button is used to save changes that have been made to the selected email template, so that they can be available for use again.
Attachments: The attachments area within the interface is only visible if GENERAL EMAIL has been selected from the Report field. Selecting the Add Documents button allows the user to access to a file upload screen from where they can search for and select the documents that are to be attached to the email.

Sending a Provider Bulk Email

To undertake a Provider Bulk Email observe the following steps:

Select the Care Management >Provider Bulk Email menu option to open the Provider Bulk Email page.
Within the Email Template field select from the drop down list the required template that will be used as the basis of your communication with your employees.

Selection of the required template will update the Email Body field with the content of the message.
Within the Report field select the report that will be used.

Please note that selecting the GENERAL EMAIL option from the list will (1) hide the reporting date range fields and (2) allow for you to add attachments to the bulk email

To add attachments to a general email, select the Add Documents button to present the file upload screen, search for and select the documents that are to be attached to the email.
Where GENERAL EMAIL has not been selected. you can within the Reported From Date field, input in free text or select from the date picker the start date of the reporting period.
Where GENERAL EMAIL has not been selected. you can within the Reported To Date field input in free text or select from the date picker the end date of the reporting period.
Within the From field either accept the default login name that has been listed, or position your cursor in the field , clear the results and search for alternate user name.
Within the subject field input the purpose of the email.
Review the content of the Email Body, make any adjustments to text and wording, formatting, indentation and alignment.

Any changes made can be saved for future use by selecting the Save Template Changes button.
Where GENERAL EMAIL has been selected click the PREVIEW button from the ribbon bar to display a list of the service provider's that can the recipient of the email that you send. Either Individually select the service provider records or select all.
Click on the send email to send the email to the selected recipients. An icon will be presented to alert you as to whether the email has been successfully sent or failed.

Green checkbox means the email was sent successfully
Red X icon means the email failed to send