Getting Started with EncompassMessage

EncompassMessage is a solution that allows you to communicate quickly and efficiently with your patients in a fast-paced and increasingly digital world. You can send secure, automated messages to your patients' mobile phones to confirm upcoming appointments, inquire about scheduling future appointments, notify them regarding order status updates, and more.

Additionally, EncompassMessage comes with a default set of messaging templates that you can modify to fit the needs of your practice - Group Message, Pre Saved Email, Pre Saved Reply (for use with text messaging), and Schedule Notification. Be sure to review and update these to best serve your practice and communication preferences as needed.

What do you want to do?

  1. Log in to the Admin portal and select the Administration icon on the left side of your screen.
  2. From the Administration drop-down, select Users.
  3. Click the Add User button. The Add User screen displays.
  4. Enter the user's First Name and Last name.
  5. Enter the user's Phone Number.
  6. Enter the user's Email.
  7. Enter a Password and then reenter to Confirm Password. We recommend providing the employee with this password to use for first log in and then having the employee change the password.
  8. Select your Company from the drop-down.
  9. Select the user's Status. Choose Active when the employee is a current hire.
  10. Select the user's Role from the drop-down. Choose from Admin or Employee.
  11. Select the user's Home Store. This sets the default queue for the employee and automatically provides access to the message queue for the selected store.
  12. If you selected employee for the role, the Store field displays. Select one or more stores from the drop-down. This gives the user access to the selected stores so the user can switch between locations. The Admin role automatically gives the user access to all stores.
  13. Select the Employee from the drop-down.
  14. Click Add to complete adding the user.

There are four different templates you can choose from, and not all message types are supported for each. Read the information below to learn more about each type of template and when it would be best to use each one.

  • Group Message - used to send a text or email message to a group of patients that have a future appointment scheduled. Only text and email are supported under this category.
  • Pre Saved Email - used when sending an email communication to a single patient. Only email is supported under this category.
  • Pre Saved Reply - used when text messaging with a patient. Only text messaging is supported under this category.
  • Schedule Notification - used for automated notifications to patients. This category supports text, voice, and email communication.
  1. From the Admin portal, select the Communication icon on the left side of your screen.
  2. Select the Communication drop-down menu and click 'Message Templates.'
  3. Click the 'Add Template' button and fill out the subsequent form fields.

    4. To activate a template, click the 'Active' check box.

  4. Click Save when finished.
  1. From the Admin portal, click the Communication icon on the left side of your screen.
  2. From the Communication drop-down menu, select Message Templates.
  3. Click the pencil icon to edit a template and fill out the subsequent form fields.

    4. To activate a template, click the 'Active' check box.

  4. Click Save when finished.
  1. From the Admin portal, select the Settings icon on the left side of your screen.
  2. Click Notification Scheduler to review the list of notifications built into Patient Navigator.
  3. To edit a notification, click the pencil icon and update selections.

    If you want to keep a notification but not use it, uncheck the 'Active' check box.

  4. To save an edited notification, select an option from the Scheduled Template drop-down menu and click Save.