Quick answer: Barti can email patients after a visit, when a recall comes due, and when an optical order is verified. Design each email in Marketing > Triggers, then turn it on in Organization Settings > Communications > Automated Messaging.
❗ Coming soon — not yet available.
Who this is for: Barti administrators with access to Organization Settings and Marketing.
Before you start, you'll need:
Barti Email Marketing set up for your practice. See Email Marketing
Texting turned on and your practice on the current Automated Messaging settings. See How do I set up Text Automation in Barti?
For the after-visit email: a wait time set on the Post-Appointment row. See How do I set up post-appointment texts in Barti?
Which emails Barti can send
When it goes out | |
After a visit | After the same wait as your post-appointment text, once the appointment is marked complete |
Recall is due | On the recall date set on the exam, with optional follow-up reminders |
Order is ready | As soon as an optical order is moved to Verified |
Steps
Design the emails
In the left menu, open Marketing > Triggers.
Create a trigger for each email you want to send, and pick the matching event:
Appointment Completed for the after-visit email
Recall Due for the recall email
Optical Order Verified for the order-ready email
Design the email and save the trigger.
Turn the emails on
Open Organization Settings and select the Communications tab.
Find the Automated Messaging table. Three rows have an Email switch next to the Text switch:
Post-Appointment: sends the after-visit email.
Additional Recall Reminders: sends the follow-up recall emails.
Optical Order Notification: sends the order-ready email.
Turn on the Email switch for each email you want to send. Changes save right away.
To edit an email's design, click Manage in the Email Template column. Marketing > Triggers opens in a new tab.
All Email switches start off. Text and email switches work independently, so you can send text only, email only, both, or neither.
What you'll see when it works
Each Email switch you turned on shows as on in the Automated Messaging table.
On an exam with a recall date, the Patient Recall section shows Email reminder: Send on {date} to {email} for a patient who can receive emails.
How each email behaves:
After a visit: The email uses the wait time from the Post-Appointment row, so one setting controls both the text and the email. If an appointment is marked complete by mistake and changed back before the wait is over, no email goes out.
Recall is due: The first recall email goes out on the exam's recall date. With Additional Recall Reminders email turned on, the patient gets another email every few days, using the same number of days set on the Additional Recall Reminders row, up to 3 recall emails in total. Emails stop once the patient books the type of appointment they were recalled for.
Order is ready: One email per order, sent when the order is moved to Verified. Saving the order again doesn't send another.
Emails go out within about 15 minutes of when they're due.
If you have any questions, please refer to Barti's Help Center or create a support ticket at support.barti.com.
Troubleshooting
Which patients receive automated emails?
A patient receives these emails only when all of the following are true:
They have an email address on file.
They have a birthdate on file and are 18 or older.
Allow marketing emails is checked on their patient profile, and they haven't unsubscribed.
Their patient record is active.
If a patient gets an email address later, emails start on their own. There's nothing to redo.
Why didn't a patient get an automated email?
Check these in order:
The patient meets every condition in "Which patients receive automated emails?"
The Email switch is on for that row in Automated Messaging. The first recall email doesn't need a switch.
A trigger for that email exists in Marketing > Triggers.
For the after-visit email, the Post-Appointment row has a wait time set.
For follow-up recall emails, the number of days between reminders has been saved on the Additional Recall Reminders row.
If all five check out, contact Barti support.
How do I turn off the first recall email?
The first recall email has no on/off switch. Emails only go out for triggers you've built, so to stop recall emails entirely, don't create a recall trigger in Marketing > Triggers, or delete the one you have. The Additional Recall Reminders Email switch controls only the follow-up emails.
What do the warnings in the exam's Patient Recall section mean?
When a patient can't receive the recall email, the Patient Recall section shows why:
No email address on file. Add one to enable email reminders. Add an email address on the patient profile.
Patient opted out of emails. No email reminders will be sent. The patient unsubscribed. Staff can't change this.
Minors cannot receive email reminders. The patient is under 18 or has no birthdate on file.
Patient is not set up to receive email reminders. Check Allow marketing emails on the patient profile.
Can a patient get both a text and an email?
Yes. If both switches are on for a row, the patient gets both. For recall follow-ups, text and email each count their own reminders, so a patient can get up to 3 recall texts and 3 recall emails.
Does changing the recall text date change the recall email date?
No. The recall email always follows the recall date on the exam. If you move the date of a recall text, the email still goes out on the exam's recall date.
Why doesn't one family member get emails when they share an email address?
When two patients share one email address, only one of them can receive these emails. Give each patient their own email address if both should receive them.
Related articles