Batch Email Progress Notes

Overview

When this practice permission is enabled Admins can enable progress notes to be sent to the facility contacts at a specific time and daily cadence (e.g. M, W, F).

Feature Details

Batch progress note email settings for each facility can be found by navigating to the Admin Portal>>Company Settings>>Batch Notes screen.

1. Select the edit icon to adjust setting for the facility:
2. In the configuration dialog, set the following:

Setting	Description
Enable Batch Notes	Toggle on to activate scheduled sending for this facility.
Time to Send	The time of day the batch will be sent (24-hour format). Defaults to 11:00 PM.
Days of the Week	Select which days the batch should be sent. Defaults to Monday–Friday.
Timezone	Automatically pulled from the facility's settings.

3. Click Save to apply the configuration.

Important: 

• It's important to note that progress notes using a template type of "Info Note" are omitted from the collection of notes sent to the facilities. 
• Batch emails operate independently from the Progress Note Submission Type: Send Via Email setting found within the facility's settings. 

Frequently Asked Questions

What if a note is signed after the batch already ran for the day? It will be included in the next scheduled batch.

Can I send a batch manually outside the schedule? Not at this time. Individual notes can be emailed using the actions located on the provider's census.

Are all notes sent in this batch email?

Only signed notes are emails. Additionally, progress notes using a template type of "Info Note" are omitted from the collection of notes sent to the facilities. 

What time zone does the schedule use? The schedule runs based on the time zone configured on the individual facility record.

Can I disable batch sending for one facility without affecting others? Yes. Each facility has its own enable/disable toggle. Turning off one facility does not affect any others.