Business Email for Dental & Medical Clinics

Patients judge care quality partly from communication. appointments@yourpractice.com beats a personal Yahoo address on every reminder and follow-up.

Addresses a small practice actually uses

• appointments@ — booking requests and reminders
• reception@ or hello@ — general questions from patients
• billing@ — insurance and payment queries
• Named mailboxes for dentists, doctors or practice managers who deal with suppliers and referrals

Be careful with health information in email

Ordinary email is fine for scheduling and general questions. Clinical detail — diagnoses, treatment notes, test results — usually belongs in your practice-management system or patient portal. Rules differ by country (HIPAA in the United States, for example), so check with your compliance advisor whether any email provider you use, OquMail included, meets your obligations before patient health information is sent by email.

Reminders that reach patients

• Send reminders from your practice domain so patients recognise them and they pass SPF and DKIM checks
• Include the date, time, address and a phone number to reschedule — not clinical details
• If your booking software sends mail as your domain, follow its instructions to add it to your SPF record and sign with DKIM
• Check the delivery log when a patient says a reminder never arrived; the receiving server’s response usually says why

Want to see how your own domain is set up? Use the free SPF checker: it runs in your browser and stores nothing.