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Kareo Help Center

Navigate the Message Center

The Message Center system 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. 

Note: The Message Center is only available to providers who are subscribed to Kareo Engage.

Access the Message Center

A red circle displays on the envelope icon when a new message is waiting in your inbox.

  1. Click the envelope icon in right of the top navigation bar. The messaging summary window opens.
  2. Click See All Messages. The Message Center opens.

Navigate the Message Center 

  1. Messages Settings — click to enable the following message features:
    • Patient Portal: Check this option if you want messages from the Patient Portal to appear in your Inbox. (Requires subscription to Kareo's Clinical module.)
    • Notifications: Check this option if you want to receive email alerts every time someone messages you.
  2. Click New Message to create a new message.
    • Click the down arrow on the right of New Message to send an on-demand survey.
  3. Search messages by patient name or keyword.
    Note: this feature does not support search for messages between staff members.
  4. Click on a tab to see messages in your 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 read more and reply.
  8. Click to Flag the message as important. Flagged messages display on the Dashboard under Outstanding Items.
  9. Click the file box icon to archive your message. Messages cannot be deleted, but archiving them removes them from your Inbox and saves them under the Archived tab.
  10. Click to open any documents included in the message.
  11. If a patient is referenced, click the patient's name to open their record.
  12. Enter a reply to the message.
  13. Add Reference: Attach documents (up to 10MB in size) or reference one or more patients in your reply​.
  14. Click Send to reply to the message.
  15. Click the left and right arrows to navigate to additional pages of messages.
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