How to Use Practice Messaging

Role Required: Schedulers, Billers, Practice Admin, Supervisors, Clinicians, Clinical Admin

This feature enables seamless internal communication inside TherapyNotes, sharing the same inbox as Client Messaging!

Note: You must turn on Secure Messaging to use Practice Messaging. To enable this, go to User Icon > Settings > Secure Messaging > Enable Practice Messaging.

Viewing Messages

Along the top navigation bar, you will see two different inboxes. You can toggle between internal and patient messages.

To select an inbox to view a message, click on the inbox you’d like to read a message from.

Staff Groups

Staff groups are automatically created if there are two or more of each user type (Example: 2 billers or 2 clinicians)
Groups include All Staff, All Clinicians, All Billers, All Schedulers, as well as a Clinicians list if you have multiple locations where clinicians work at Clinicians - <Location Name>

Quick Tip: To expand the group name - click the carat to your groups and see who is in them while sending a message. Expanding the group is currently a one-time action, and users cannot collapse the group.

Create a New Message

Click the + New button on the top right to create a new message.

Like client messaging, you can type an individual’s name you’d like to message or select a staff group.

Create a subject line for the message.

Type the message in the message body.

When you’re ready to send your message, click Send Message.

Responding to Messages

When a user receives a new message, the icon in header will display the number of new messages next to it. Clicking on the icon will bring the user back to their inbox to view the new message. New Threads will have a dot indicator to the left of them and new messages.

Enable Notifications for Practice Messages

To enable notifications for Practice or Internal messages:

Staff > Staff Profile > Notifications >Secure Messaging > Select Checkbox for Internal Messages

Editing a Thread Header

Click on the thread for which you would like to edit the header.

In the upper right-hand corner, click Edit.

You can now edit the thread header. When you are satisfied with the edit, click “Save Changes.”

A message will be displayed below the thread header to let users know that the message header has changed.

Archiving and Deleting Threads

If you would like to archive or delete a thread, click inside the thread you’d like to take action on.

You'll see two options on the lower right-hand side: archive or delete.

When selecting delete, you’ll receive a secondary confirmation that you want to delete the message.

If you select archive, you will receive a secondary confirmation that you’d like to archive the messages.

Note: Messages will be auto-archived after the defaulted 30 days, but you can change this setting to 14, 30, or 60 days. To change this setting, go into Settings > Secure Messaging.