📝 Overview
This guide details how to create and manage Email Template Builders within ChiroHD. Email templates help streamline communication with patients and are especially valuable when automated through system triggers. For best functionality, it is recommended to configure the majority of your email templates at the system level, where they can be easily tied to automation triggers.
Accessing the Email Template Builder
You can access the Email Template Builder at both the system level and location level.
System Level Navigation:
System Dashboard → System Settings → Email Templates
Location Level Navigation:
Settings → Initial Setup → Email Templates
➡️ Best Practice: Set up most templates at the system level to utilize triggers for automatic email sending.
Creating a New Email Template
Click “Create System Email Template”
Name the template
Define the Subject and select the Template Type
Template Types Include:
New Patient Email (Only one allowed per system; once created, this option disappears)
Patient Statement Email (Currently non-functional; under development)
Event Email – Sent when a patient is signed up for a calendar event
Marketing Email
General Email
Email Reply & Sender Configuration
Reply Email:
Defaults to the location email from:
Settings → Office → Office Info
From Name:
If left blank, it will default to your location name
Designing Your Email Template
Customize fonts, links, colors, logos, and layout
The default intake button includes a macro to pull your location's intake link
💡 Note: The intake link always routes to a general landing page where patients must choose the appropriate paperwork (e.g., new patient, pediatric, pregnancy).
Intake Paperwork Routing
📋 Example scenario:
The intake button in your template leads to a landing page
Patients must select the appropriate form (e.g., Pediatric, Pregnancy, or standard new patient form)
Currently, there's no way to auto-send unique templates based on specific appointment types like pediatric or pregnancy—only for general new patient appointments
Formatting and Using Intake Links
If retaining the default intake button, you can still modify styling (font, color, etc.)
Important: The intake link macro is already embedded—do not alter or replace it manually.
Automating Email Template Delivery
You have two options for automatically sending new patient emails:
Using a Trigger:
Trigger when a new patient appointment is scheduled
Triggers can be created at either the system or location level
Toggle Setting:
Navigate to: Settings → Office → Office Configuration → New Patient Emails
Do not enable both trigger and toggle simultaneously—they will conflict and no email will be sent
✅ Use either a trigger or the toggle—but not both.
Managing Existing Templates
On the Email Template Dashboard:
Click the “eye” icon to preview
Click the blue link to edit
Delete templates if needed
At the bottom of the screen:
🔧 Available Macros are listed
Copy/paste macros exactly as shown
⚠️ Do not add extra spaces or characters — this will break the macro and result in invalid content displaying in the patient's email
Viewing Templates Across Levels
At the location level, you can view both:
Templates configured at the system level
Templates specific to the location
🛑 Note: Only system-level templates can currently be used in trigger-based automation.
✅ Key Takeaways
Set up email templates at the system level for full automation capability.
Each new patient email type can only be configured once.
The default intake button already includes your location’s macro.
Triggers and toggle settings for auto-send cannot be active at the same time.
Macros must be copied exactly—modifying them will break functionality.
Templates can be used for events, marketing, or general communication.
Templates tied to triggers must be created at the system level.
📌 Conclusion
Configuring your Email Template Builders in ChiroHD ensures smooth, automated communication with patients. By creating templates at the system level and using built-in macros and triggers correctly, your practice can improve efficiency while maintaining professional, consistent messaging. Avoiding conflicts in trigger setup and preserving macro formatting are essential for functionality.