The email channel automates your clinic inbox, allowing patients to email the clinic and have real-time conversations with AI over a variety of different functions.
Written By Thomas Wojtowicz
Last updated 27 days ago
How Email Works
The email channel works by receiving a copy of your incoming clinic mail and responding to relevant enquiries. Patients can have real-time email exchanges with AI to alter any upcoming appointments, pay for appointments and ask questions such as directions to your clinic.
The emails are filtered automatically, ensuring the AI only responds to relevant email and leaves anything it can’t help with, such as internal admin or third party enquiries. Responses are sent by our AI email address, but your clinic name will remain unchanged from within the patient’s inbox. The AI will copy your clinic email into all of its correspondence, meaning you can monitor all emails both via your clinic inbox or in the dashboard.
Getting Email Set Up
Gmail Inboxes
Open your Gmail account and head to Settings > Forwarding and POP/IMAP. Under forwarding, you will be able to add a forwarding address. This is where you enter our server address ai@mail.bookedsolid.co.uk.
Once you’ve completed this step, open the BookedSolid dashboard and head to Channels > Email. Here you can enter the email address from which you configured the forwarding. This allows us to find your address and approve it from our end.
Once we’ve approved it from our end then you’ll need to go back into your email settings and enable it. After that, you’re all set!
It’s important to remember to copy the AI into any manual responses you send to a patient, just as you would with a fellow team member. This ensures the AI can view the full email chain and allows it to make more informed decisions when replying further down the line.
Outlook Inboxes
Open your Outlook account and head to Settings > Email > Forwarding and IMAP. Under forwarding, you will be able to add a forwarding address. This is where you enter our server address ai@mail.bookedsolid.co.uk. Make sure the forwarding switch is enabled.
Next, you’ll want to head into Settings > Email > Rules and add a rule to forward all incoming mail to our server address ai@mail.bookedsolid.co.uk. After that, you’ll be all set.
It’s important to remember to copy the AI into any manual responses you send to a patient, just as you would with a fellow team member. This ensures the AI can view the full email chain and allows it to make more informed decisions when replying further down the line.
Customising Email Settings
Head to Settings > Message Handling where you customise the messaging settings to fit your clinic requirements. This includes selecting when you would like the AI to respond throughout the day and if those responses should be paused when human assistance is pending. Any settings altered here will apply to all other messaging channels as well (SMS, WhatsApp and Website Widget).
For key intake settings, such as what patient fields are taken when creating a new patient record, head to Settings > Account Setup. You can also edit scripts by going to Settings > Scripting. These settings apply across all channels, but are essential nevertheless.
For any questions, feel free to email us at support@bookedsolid.co.uk.