When sending emails to your patients, you may wish to attach a file or X-Ray from the patients record or something locally on your computer. You can do this with the Attach option within the Email creator.

Creating an email

1. Load the patient record.
2. Click the email icon along the top of EXACT.
3. This will open the Email Details window.
   • Select any Providers or Specialists as required.
   • Select an Email Template if are using an existing template.
   • Change the Category the email will be stored under in the patients Contacts once the email has been sent or saved as a draft.
   • Enter a Description for the saved email record.
4. Click OK to open the email creator.
5. Click the Attach button.

Attaching to an email

1. After clicking the Attach button the attachment picker wizard will automatically find the current patient code (unless more than one patient has the same email address).
   You can search for the required patient if this field is blank.
2. The next screen will populate all of the patients contact documents from newest to oldest.
   • You can change the dropdown box to find other types of patient files/images etc.
   • Contact Documents, is letter/Word documents saved in the patients Contacts.
   • Education Slides, is a selection of informative slides to educate patients.
   • Xrays, these may default as DICOM images which the recipient may not be able to open. Tick “Convert selected DICOM images to JPEG format” to reduce the file size and make sure the recipient can view them on their end.
   • You can Find Other Files (i.e, Images, .PDF, .DOC) if you wish to attach a file external to EXACT, change the option in the lower right from Images to All Files if your desired file is not an image.
   • Double click the items or use the arrows to move them to the selected column.
3. If you opened the attachment to check it, make sure to close the window down as the Email will not send until it's closed.
4. When finished adding all attachments click Finish.

Once you’re happy with the Subject, attachments included and body of the email click Send.

You can monitor the Email Outbox and Sent folders from File, Email, Outbox/Sent to see if the email has sent successfully. If it has not, it may be worth either trying to reduce images/document sizes or sending the attachments over more than one email. Also feel free to contact the SOE Support team for assistance.

Sending an email from the contacts tab

1. Load the patient record.
2. Click the Contacts tab at the top of the patient record.
3. Select the document you wish to send, such as a scanned document, image, photo or letter.
4. Click the email button in the lower right on the window.
5. This will open the Email Details window.
   • Select any Providers or Specialists as required.
   • Select an Email Template if are using an existing template.
   • Change the Category the email will be stored under in the patients Contacts once the email has been sent or saved as a draft.
   • Enter a Description for the saved email record.
6. Click OK to open the email creator.
7. Your selected attachement will be attached ready for you to finish creating your email.
8. Click Send when you are happy with the email or Save as Draft to come back to later.