Scheduled emails are automatically generated based on an email schedule (e.g. every Monday at 9am EST) and can be set on either a weekly or monthly cadence. Scheduled emails refer to all audits which have failed within the week or month that is specified. Below is an explanation of how to set up and send scheduled emails to automatically reach out to providers with changes that need to be made in the future, positive feedback and any other audit related notices.
How to Set Up Email Schedules
In order for Brellium to automatically email your providers, you’ll need to first link your providers to audits. Most of this is done automatically, but its important you read this first:
Linking Providers in Brellium
In most cases, Brellium is able to read your provider’s info straight from the session, and link this to the info stored in your EMR (email, state, title, etc.). However, sometimes provider names can be spelled differently or listed incorrectly. This is where linking providers becomes super important, especially with email templates since audits with unlinked providers will NOT be included in scheduled emails. For an explanation of how to link providers in Brellium, see below:
Go to one of your organizations audits. You will be able to tell if an audit is NOT linked to a provider if the Provider section at the top looks like this:
The Orange Triangle above indicates that this audit is not linked. If you click on the orange triangle, you can search for the corresponding provider. Once you find their name, click the ✅ to link this audit.
Now, the provider’s name will appear with a blue link to their corresponding “People” entry in your Organization → People tab. This will ensure that they receive emails.
Next, you’ll need to create a scheduled email template, the details on how to do this can be found below:
Email Templates (Scheduled)
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:
Create an email template, using variables to refer to specific fields of an audit.
Just like instant emails, scheduled email templates can also be customized with any combination of text and variables. Since scheduled emails include a specific timeframe for feedback, the email template will also require you to specify the start date and end date of the scheduled send period. For an explanation of the different variables, see the table below.
Variable | Short Description |
audit.audit_date | Date of audit (typically the date specified by EMR) |
provider.name | Name of provider |
audit.question_answer_feedback_list | List of questions failed, reason for fail/critical error, feedback |
reviewer.email | Reviewer email |
audit.responses_with_remediations | Reason for failure or critical errors |
audit.score | % score of audit (see here for breakdown of score) |
audit.session_date | Date of session |
bcba.name | Name of the BCBA, typically the same as provider for 97155 notes and a separate name for other note types |
provider.email_display_name | Preferred name for provider (will fall back on actual name when blank) |
audit.end_date | Date of the end of scheduled send period (ex. May 9th) |
audit.end_day | Day of the end of scheduled send period (ex. 9th) |
audit.end_month | Month of audit end date (ex. May) |
audit.question_answer_feedback_question_set | Specific feedback for each failed question, including a list of failed questions organized by question set |
audit.remediations_by_question_set | Feedback for all failed questions, organized by question set |
audit.responses_with_remediations_dates | Feedback for all failed questions, organized by date |
audit.start_date | Date of the beginning of scheduled send period (ex. May 9th) |
audit.start_date_day | Day of the end of scheduled send period (ex. 9th) |
audit.start_date_month | Month of audit end date (ex. May) |
Example of Variables in Scheduled Emails
Email template with variables:
Subject: Feedback on your notes @audit.start_date_month @audit.start_date_day - @audit.end_date_month @audit.end_date_day for @provider.name
Hello @provider.name,
I hope this message finds you well.
The AI system reviewed your notes from @audit.start_date_month @audit.start_date_day.
Responses with remediations
@audit.responses_with_remediations
Responses with remediations dates
@audit.responses_with_remediations_dates
Responses with remediations (split on question set)
@audit.remediations_by_question_set
Question answer feedback list
@audit.question_answer_feedback_list
Question answer feedback list (split on question set)
@audit.question_answer_feedback_question_set
Thank you,
Brellium
Email without variables:
Subject: Feedback on 97153 notes May 21 to May 28
Hello Johnathan Doe,
I hope this message finds you well.
The AI system reviewed your notes from May 21.
Responses with remediations
One or more of your session notes had fewer than four sentences in the description. Within the 'Description' section, a brief summary of the session will include some sort of measurable detail(s) not mentioned in the above sections of the notes should be included here. Please keep in mind that the description must include full and complete sentences for documentation purposes and only include objective information (no opinions). A good description can consist of 4-5 full sentences; the more detailed, the better! A description must be unique from session to session (no repeats between notes).
Responses with remediations dates
Session Date: 2024-03-01
One or more of your session notes had fewer than four sentences in the description. Within the 'Description' section, a brief summary of the session will include some sort of measurable detail(s) not mentioned in the above sections of the notes should be included here. Please keep in mind that the description must include full and complete sentences for documentation purposes and only include objective information (no opinions). A good description can consist of 4-5 full sentences; the more detailed, the better! A description must be unique from session to session (no repeats between notes).
Responses with remediations (split on question set)
Question Set:
One or more of your session notes had fewer than four sentences in the description. Within the 'Description' section, a brief summary of the session will include some sort of measurable detail(s) not mentioned in the above sections of the notes should be included here. Please keep in mind that the description must include full and complete sentences for documentation purposes and only include objective information (no opinions). A good description can consist of 4-5 full sentences; the more detailed, the better! A description must be unique from session to session (no repeats between notes).
Question answer feedback list
Session Date: 2024-03-01
Question: Are there four sentences in the session description?
Reasoning: The session narrative does not contain at least four sentences. The session narrative contains 2 sentences.
Feedback: One or more of your session notes had fewer than four sentences in the description. Within the 'Description' section, a brief summary of the session will include some sort of measurable detail(s) not mentioned in the above sections of the notes should be included here. Please keep in mind that the description must include full and complete sentences for documentation purposes and only include objective information (no opinions). A good description can consist of 4-5 full sentences; the more detailed, the better! A description must be unique from session to session (no repeats between notes).
Question answer feedback list (split on question set)
Question Set:
Question: Question 1
Reasoning: The session narrative does not contain at least four sentences. The session narrative contains 2 sentences.
Feedback: One or more of your session notes had fewer than four sentences in the description. Within the 'Description' section, a brief summary of the session will include some sort of measurable detail(s) not mentioned in the above sections of the notes should be included here. Please keep in mind that the description must include full and complete sentences for documentation purposes and only include objective information (no opinions). A good description can consist of 4-5 full sentences; the more detailed, the better! A description must be unique from session to session (no repeats between notes).
Question: Question 2
Reasoning: The client's full name is Santiago Gonzalez and they are referred to by the nickname Santi.
Then, you’ll need to create an email schedule, for instructions see below:
Email Schedules
Email schedules can be set on either a weekly or monthly cadence. You can then specify which day the emails will be sent out. For example, if the schedule is on a monthly cadence, and the scheduled send date is the second Tuesday of each month, scheduled emails would be sent on Tuesday, June 11th 2024 and would refer to audits that have been run since Tuesday, May 21st 2024.
Flags can be added to email schedules so that emails only refer to specific audits. An example of a commonly used flag is “Failed”, which refers to audits that have not passed our specific threshold for audit accuracy. Another common flag is “Critical Error” which refers to audits where a question with “Critical” severity was answered incorrectly.
For an explanation of how to set up email schedules, see below:
Firstly go to Emails —> Email Schedules, and click the plus button shown below to create a new email schedule:
Next, select an email template to use, a question set or multiple that you are referring to and flags to help categorize the messages further and click Next
Then, select a frequency, a timezone and a send date/time and a send delay to provide additional time to double check email content before they are sent and click Save Schedule