📝 Overview
This article provides step-by-step instructions on how to access, create, and customize email templates within ChiroHD. Learn where to configure templates system-wide or for a specific location, understand template types, and review the implications for automated communication.
Email Templates: System-Level vs. Location-Level
System-Level Templates
Available to all locations
Can be used with automation triggers.
Recommended for most email templates.
Required for trigger-based email delivery and New Patient Email automation
Location-Level Templates
Available only to the selected location.
Useful for location-specific messaging.
Cannot be used with trigger-based automation.
Can still be sent manually when needed.
BEST Practice: Create most email templates at the System Level. Only System-Level Email Templates can be used with Triggers.
Accessing Email Templates
System Level: Navigate to your System Dashboard, System Settings, Email Templates
Location Level: Navigate to your Live Location, Settings, Initial Setup, Email Templates
Creating a New Email Template
Navigate to your Email Template path from System or Live Location (see above).
Click Create System Email Template.
Name the template.
Define the Subject.
Select the Template Type.
Template Types Include the following options:
New Patient Email
Only one New Patient Email template is allowed per system.
Once one is created, the option will no longer appear.
Patient Statement Email
Currently under development and not functional.
Event Email
Sent when a patient is signed up for a calendar event. Please see other resources on Events if you have further questions on this feature.
Marketing Email
Used for marketing communications.
General Email
Used for general patient communications.
Select the Reply Email and From Name.
Reply Email (Will use Location email if blank)
If left blank, it will default to your Location email from Settings, Office, Office Info.
From Name (Will use Location email if blank)
If left blank, it will default to your Location name from Settings, Office, Office Info.
Designing the Email Template
The Email Template Builder allows you to customize:
Fonts
Text size
Colors
Images and logos
Links
Layout and formatting
Buttons and call-to-action elements
Use the editing tools within the builder to design a template that matches your practice branding.
Using Intake Links
By default, the New Patient Email template includes an intake button that contains a built-in macro linked to your location's intake paperwork landing page.
You may customize the button's appearance, including colors, fonts, and styling; however, the intake link macro is already embedded and should not be altered or replaced.
How Intake Paperwork Works
When a patient clicks the intake (Click here to fill out your paperwork) button, they are directed to a landing page that displays all available intake forms for that location.
The patient can then select the appropriate paperwork to complete, such as:
New Patient Intake
Pediatric Intake
Pregnancy Intake
Other specialty intake forms
The intake link always routes to this general landing page rather than directly to a specific form.
Important: ChiroHD cannot currently send different New Patient Email templates based on appointment types. All new patient appointments use the same New Patient Email template, and patients must select the appropriate intake paperwork from the landing page.
Please see our other resources on Intake Paperwork if you have further questions about that feature.
Automating New Patient Emails
You have two options for automatically sending new patient emails:
Using a Trigger:
Trigger when a new patient appointment is scheduled
Triggers are created at the system level but can be restricted to run only at specific locations using the location restriction setting within the trigger.
New Patient Email Toggle Setting:
Navigate to Settings, Office, Office Configuration, Office Options, Toggle on New Patient Emails.
NOTE: Use either a trigger or the toggle—but not both. If both are turned on the email will not send. Do not enable both trigger and toggle simultaneously—they will conflict and no email will be sent.
Managing Existing Templates
On the Email Template Dashboard:
Preview a Template: Click the Eye icon to preview the template.
Edit a Template: Click the template name to open and modify it.
Delete a Template: Delete templates that are no longer needed by clicking the red X on the right of the screen.
Available Macros
At the bottom of the Email Templates page is a list of macros you can insert into your email template to automatically pull information from ChiroHD.
Using Macros
Macros allow information from ChiroHD to automatically populate within email templates.
Please copy and paste the macros exactly as shown from that page—any changes may cause them to break.
Do not add extra spaces or characters — this will break the macro and result in invalid content displaying in the patient's email.
Email Template FAQ
Why does my email template preview show a Georgia (GA) address?
When previewing an email template using the Eye icon inside the template…
You may notice a Georgia (GA) address displayed within the preview.
The Georgia address shown in the template preview is a placeholder used for display purposes only. It does not represent your office information and will not appear in emails sent to patients.
✅ Key takeaways
Create most templates at the system level for automation and consistency.
Only one template can be set up for specific types, such as New Patient Email.
Landing page links in emails allow patients to choose the right intake form.
Use triggers or toggles for automatic sending, but never both at the same time.
Always use provided macros without modifications to preserve personalization.
📌 Conclusion
Configuring email templates in ChiroHD enhances communication with patients and simplifies intake processes. By following these best practices and configuration steps, your clinic can ensure clear, personalized, and automated email communication for various patient engagement scenarios.