Messages

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Updated: 05/20/2022
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The Message Center allows users within a practice to communicate with each other and with patients. Create timely and targeted messages with custom email templates and patient groups, schedule batch email messages to be delivered on a future date, or communicate freely by sending personalized, on-demand messages. This interactive system lets patients reply directly to any communication they receive and delivers responses right to your inbox.

Navigate and View Messages

Click Tasks & Messages > View Messages in the top menu. The Messages window opens.
Note: The Messages window is also known as the Message Center.
Tip: For faster navigation, click Messages under the Navigation Shortcuts or press Shift+F12 on the keyboard.
Navigate the Message Center.
1. Settings: click to open the Messages Settings window.
2. New Message: Click New Message to create and send a new message.
3. Search messages by patient name, date of birth (DOB), or keyword.
  Note: The search does not include messages between staff members.
4. Click on a tab to see messages in the Inbox.
  - Staff: Interoffice messages and reports.
  - Patient Portal: Secure messages sent through the patient portal.
  - Patient Replies: Messages sent from the patient responding to emails, surveys, and text.
  - Other: New Appointment request, messages from Kareo Support, other reports, announcements, and task follow-ups.
5. Click on a tab to view messages that are Flagged, Queued to send, Sent, or Archived.
6. Click on a tab to create, view, edit, or delete Message Templates and Patient Groups.
7. Click on a message to view details and take the appropriate action(s).
  Note: The message preview shows the most recent message and multiple participants if applicable.
8. Click the flag icon to flag the message as important. Flagged messages also displays under the To Do List on the Dashboard.
9. Click the file box icon to archive the message. Messages cannot be deleted, but archived messages are removed from the Inbox and saved under the Archived tab.
10. If applicable, click to view an attached Document, Encounter, and/or Patient record referenced in the message.
11. Enter a reply to the message.
12. Add Reference: If applicable, attach a Document (up to 10MB in size), Encounter, and/or Patient record to the reply.
13. Click Send to send the reply.
14. If applicable, click the left and right arrows to navigate to additional pages of messages.