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Software of Excellence Blog

Communicating Securely with Email

Protect your Emails 

When you’re relying on email communication to stay in contact with your patients it’s vital that your emails are always up and running, which makes selecting your email provider an important task. 

Every email provider offers something a little bit different; whether it’s the level of security, accessibility or customisation, there are several key factors you should consider when choosing who to entrust your emails with: 

🔒 The level of security and protection provided. 
🔗 How they connect with third-party software, such as EXACT. 
🔧 Business options for professional email addresses are secure, will easily connect with your chosen software and provide scalability as your business grows. 

 Choosing the right email provider 

We’ve already touched upon some basics when it comes to choosing which email provider to entrust with your emails. With elements such as security, integration, reliability and support we’ve outlined some of the important factors you should include when making your decision; 

  1. Security and HIPAA compliance: As dental practices handle sensitive patient information, your email provider must offer strong encryption, secure data storage and HIPAA compliance to protect your patient’s privacy. 
  2. Integration with Practice Management Software (PMS): Opting for a provider with simplified email integration for seamless connection ensures a smooth setup with your chosen PMS. 
  3. Reliability and uptime: When relying on email for daily operations such as appointment reminders and communication, your provider should guarantee high uptime and a reliable service. 
  4. Customisation and Professionalism: Having branded email addresses (e.g. @dentalpractice.com) enhances professionalism and fosters trust with your patients. 
  5. Mobile Access and Compatibility: Management often works from various devices and locations, so mobile-friendly solutions that synchronise across all devices are crucial. 
  6. Customer Support: Responsive support is essential for resolving any issues quickly, and minimising downtime. 
  7. Scalability: As your practice grows, the email service should offer flexible plans that can scale with the business. 

Focusing on selecting an email provider with these aspects in mind will ensure you have optimised security, minimal downtime, and the flexibility to work from wherever you need to grow your business. 

💡Not all email accounts are HIPAA compliant. You can check with your email provider or your IT support to find out if your email account meets HIPAA standards. 

 Integrating with EXACT

The email configuration in EXACT allows for almost all email accounts to be connected to send and receive emails, however, some require more setup than others. 

Modern Authentication is available to configure both Gmail and Outlook email accounts, enhancing the setup process. This authentication process enhances your email-sending credibility by verifying your email account while reducing the chances of your emails being classified as spam. 

Alternatively, you can choose to use any email provider that you wish, however, these do require additional information to connect them for use in EXACT. Although this process differs from that available with Gmail and Outlook, the steps are outlined in the EXACT Help Centre. 

You can find out more about configuring an email account to work with EXACT in our EXACT help centre.