Email Parameters

With the “Send all mail immediately” checkbox un-checked your practice requires manual user action to send emails via File, Email, Send/Receive Button. (We recommended this box is checked so that your emails send automatically)
With this option checked the mail server will send emails during the days/times specified in the screen:
IMPORTANT: Ensure that scheduled network backup times don't coincide with these specified periods.
Within these day/time periods your email server will regurarly check for and send Emails/SMS but you can specify that it only does this every X minutes if needed by entering a value in the “Perform regular checks every X Minutes” field.

You can also set specific preset times of day that the email server checks for and sends Emails/SMS (not recommended)

Using this setting is encouraged as email providers usually have rules for sending limits so if you send X amount in an hour or day your account may become blocked for Spamming. Setting this to 3 per minute (120 per hour) or 8 (480 per hour) are common choices which keep within most modern email providers rules. You may want to speak with your IT to check your email providers unique rules.

NOTES: Manual sending overrides the delay - if you create 10 emails and click the Send button, EXACT sends them all immediately, with no staggered delay.

This setting is off by default to provide default protection. (recommended)
You can confirm that your anti-virus program has the capability to scan email attachments before they are opened.
If your anti-virus program cannot scan emails before saving, you risk virus infection by selecting this option.
Keep your anti-virus program updated, or it may fail to recognise and deal with new viruses.

SMS Provider
Select “None” if you do not use SMS within EXACT.
If using Software Of Excellence as your SMS provider the username and password fields should already be completed so you will not need to adjust those fields. If they are not, please contact the support team.

This screen’s “test” button can be useful to confirm that the SMS functionality is working. The button will confirm if the test is successful or not as well as display the remaining SMS credits left on your account. These are usually auto topped up after dropping below 100.

If you use a 3rd party provider and need any assistance with the credentials/details please speak to your provider. If you are missing any 3rd party provider fields or the SMS have stopped working after upgrading EXACT, this may be because since version 12.15, EXACT no longer supports 3rd party SMS providers.
If you are using a version of EXACT that should work and are having issues, please contact the support team.

For information on SMS Replies see: SMS Replies

Send all mail immediately
Select this option to have SMS messages added to the queue for sending as soon as they are generated by a
recall list or contact list. (Other options will be 'greyed out' if this is selected).
It requires less setting up, but you have less control over when patients are likely to respond and could encounter an influx of communications from your patients.

Enable staggered SMS Sending
Select this option to control when the messages are sent by scheduling and staggering the sending times'
You can automatically stagger the sending and therefore also stagger most of the responses. It is ideal for a
practice with many dental providers and patients with a preference for being contacted via SMS.

Delivery Times This field shows the days and times that messages are to be queued for sending.
Use the Up/Down buttons to scroll up/down through the delivery time entries.
Click the +1 button to add a new date/time entry; this will open the Add Sessions window. These cannot be edited so you will have to delete and re-add if you need to make any changes.

A message should be sent every X mins
Use this setting to help stagger the SMS over time to reduce influx of patient calls/communications.
i.e; sending 100 SMS and staggering these to send 1 SMS every 3 minutes will take 300 minutes to complete the sending.
You can also select when EXACT will warn you if the sending will take too long.
i.e; if the staggered sending will take longer than X days EXACT will tell you so you can adjust the staggered minute value or days/times SMS are allowed to send to reduce the sending time frame. It will tell you how many messages can be sent at the bottom of this window.