Automated Emails allow your clinic to speed up the review and remediation process with your providers by automatically notifying them when changes need to be made to their notes based on the audit process in Brellium.
There are two ways that QA teams can set up email templates in their Brellium instance, Scheduled and Instant. This doc will outline which set up is best for your clinic and how to quickly set up automated emails so that you can supercharge your QA workflow!
Instant vs Scheduled Emails
Instant Emails
Instant emails are useful for providing feedback for a specific audit. For example, if providers need to make changes to their notes before submitting to insurance, instant emails can be a helpful way for providers to receive and implement the necessary changes right away.
Scheduled Emails
Scheduled emails are helpful for team level feedback on all of the audits during that week or month. For example, if your team does not need to change specific notes before submitting to insurance, but they need to know which requirements to look out for in the future, then scheduled emails help them refer to feedback and put it into practice next session.
Quickstart guide
To get the hang of working with automated emails, lets try sending an instant email, and a scheduled email, using our pre-made templates. First lets start with an instant email:
Go to Audit Results and click on View Audit for any specific audit, then click on the send icon in the top right, seen below:
Select the default template, type your own email or another test email in the “Recipients” field, and click Send Now
Check your inbox, and review the sample email. Congrats, you sent your first automated email!
Now that we have the hang of instant emails let’s set up a simple email schedule to automatically notify practitioners of relevant feedback:
Ensure that all practitioners are linked in Brellium, for more info see this part of the guide
Go to Emails —> Email Templates, and click the plus button shown below to create a new email template:
Select “Scheduled (automatically generated based on an email schedule)” in the template type field:
Enter a name for your template (ex. Default Scheduled) and click Save Changes
Now to set up a schedule, go to Emails —> Email Schedules, and click the plus button shown below to create a new email schedule:
Next, select the email template you just created in the “Email Template” field, select any question set and select the “Failed” flag, then click Next
Now we can select any frequency, and select the current date and time (rounded to the hour) as the generation time
IMPORTANT: Select a 24hr+ send delay to provide additional time to double check any content or unsend the messages before they are sent. Once the send delay is set, click Save Schedule to set up the email schedule.
To preview email schedules before they are sent, go to Emails —> Email Activity and select the preview email icon, shown below:
Congrats, your first email schedule is all set! To cancel schedules, select the red send icon on the left. If you are having issues with cancelling or changing the contents of an email before they are sent, please reach out to any point of contact at Brellium and we will assist you.
FAQs
Which audits are included in a scheduled email?
All of the audits within your scheduled send period are included in a scheduled email. For example, if your scheduled send period is weekly, and the generation date is every Tuesday at 10am, then the scheduled emails will be sent out on Tuesday at 10am, and they will include all of the audits that have been run on Brellium since the previous Tuesday at 10am.
Which providers are included in a scheduled email?
All of the providers who have had sessions audited in Brellium during the scheduled send period, are included in the scheduled emails. So if a provider has a session before the email generation date, but the notes are not yet in Brellium, then they will not get an email for those notes during this scheduled send. Their notes will instead be included in the next scheduled send period.
One of my providers did not receive a scheduled email, why?
One common mishap is that practitioners are not linked in Brellium. For more info on ensuring that all practitioners are linked in Brellium, for more info see this part of the guide.
Another reason could be that the provider’s notes were not in Brellium during the generation date. Sometimes this happens because the email generation date is before the date that notes are pulled into Brellium. To check if this is the case, simply search for the practitioners notes in Brellium, and see if the “Audit Date” is after the email’s date of generation. If this is the case, their emails will be included in the next scheduled send, you can also send them an email now using the Instant Emails feature.