Email on Demand: Quick Guide

Email on Demand makes it simple for healthcare providers to send secure email messages directly from the MediRecords Care Platform. Whether you need to communicate with patients, specialists, or other clinical contacts, this feature removes the need to switch between systems and ensures all correspondence stays linked to the relevant patient record. By keeping everything within MediRecords, providers can save time and maintain a consistent record of communication.

This feature is particularly useful when sending documents such as invoices and results. You can also email multiple recipients at once, making it easier to keep patients and care teams informed. Attachments are managed through the patient’s Correspondence Out grid, so important information can be finalised, stored, and shared efficiently. Email on Demand helps practices streamline communication and improve the flow of information between patients, providers, and healthcare networks.

Contents:

1. Emailing Contacts or Patients
2. Emailing Multiple Recipients
3. Emailing Invoices
   • User Access & Security Privileges 
   • Creating an Invoice Attachment
   • Emailing an Invoice
   • Uploading and Emailing Invoices via Correspondence OUT
   • How to Keep a Log of Sent Emails
   • Dynamic Updating of Invoice Attachments
   • Statements of Claim
4. Sending Investigation Requests via Email
5. Sending Investigation Results via Email

Emailing Contacts or Patients

1. Navigate to the Communication bar, where the "@" symbol is located.
   
    
2. From the Correspondence OUT section of the clinical record, select Contact to send an email to a Health Professional Contact, or select Patient to send an email to the patient.
   
    
3. If the patient record is open, you have the option to choose the current patient by ticking Select Current Patient. If you wish to select another patient, search for their name in the search bar.
   
   
    
4.  Complete all the necessary fields:
   • To (Patient or Contacts)
   • Subject (Title)
   • Message (Body of the Letter)
   • Attachment
     
      

*NOTE: You can only attach a file that is saved in the Correspondence OUT grid of the patient selected in the Regarding field. The Correspondence must have a status of Final to appear in the Attachments screen. Files that are not uploaded to a Patient Record will not be able to be attached to emails. 

5. Click Send
 

6. To view your recently sent email, go to the Activities tab under the patient's file, navigate to the Tasks section, then filter by Email and the relevant Date

Emailing Multiple Recipients

1. Navigate to Email on Demand on Universal Comms Bar, where the "@" symbol is located.
   
    
2. To send an email to a Health Professional Contact, click Contact, to email a patient, select Patient.  The Recipients field under Contact Tab allows multi-selection of up to 30 contacts, while on the Patient Tab only allows 1 under the Recipient field.
    
3. If the patient record is open, you can select the current patient by ticking "Select Current Patient," or search for another patient by name, while the newly introduced "Copies To" field under the Contact and Patient tabs allows multi-selection of up to 10 contacts.
   
    
4.  Complete all the necessary fields:
   • To (Patient or Contacts)
   • Subject (Title)
   • Message (Body of the Letter)
   • Attachment
     
      

*NOTE: You can only attach a file that is saved in the Correspondence OUT grid of the patient selected in the Regarding field. The Correspondence must have a status of Final to appear in the Attachments screen. Files that are not uploaded to a Patient Record will not be able to be attached to emails. 

5. Click Send
 

7. Once completed, you can hover over the Task description to view all the recipients of the email.

Emailing Invoices

Invoices can be emailed directly from MediRecords.. Invoices can be securely sent to:

• Patients

• Health Funds

• Workers' Compensation Insurers

• and more

This feature streamlines your workflow and keeps everything within MediRecords.

Additional benefits include:

• Automatic inclusion of claim statements (where relevant)

• Invoice PDFs that dynamically update if payment or status changes
   

User Access & Security Privileges 

1. To use the Email Invoices feature, users must have at least Read-only access to Invoices.

2. To check access, go to More → Settings → Security, click on your User Role, navigate to Billing → Invoice, and ensure that Read-only (or higher) access is granted.

1. To access Correspondence OUT, users must have the Read access enabled 
2. To check access, go to More → Settings → Security, click on your User Role, navigate to Clinical → Correspondence Outbound, and ensure that Read (or higher) access is granted.

Creating an Invoice Attachment

1. Open the Patient Record and navigate to Accounts then Invoices.
   
    

2. Select one or more invoices using the checkboxes, then click Create Attachment to convert them into PDFs and store them in the S3 bucket.

   *NOTE: Invoices with the status On Hold cannot be converted, as they are still editable and not finalised

3. Once converted, look for the paperclip icon on the right side of the invoice and hover over it to confirm it shows "Available in Email on Demand", indicating the invoice is ready to be emailed using the Email On Demand feature in Care.

Emailing an Invoice

Once an invoice is available in Email on Demand, follow these steps to email it:

1. Click the @ icon on the Universal Comms Bar to open the Email on Demand window.
   
    

2. Fill in the required fields. If you're in the relevant patient record, tick the "Select current patient" checkbox, or search for the patient by name.
   
    

3. Click the Attach button to open the Attachment window and Switch to the Invoice tab to view invoices from the last 30 days.
   
   
   *NOTE: Invoices must already be available in Email on Demand to appear here.

4. Use the Search box to find an invoice, or use the Date Range filter to narrow the list.
   
    

5. Select one or more invoices, then click Save. You can attach a combined total of up to 35MB, including both Correspondence OUT and Invoices.
   
    

6. The selected invoices will appear in the Attachments section of the Email on Demand window. Review all details, then click Send to email the invoice(s).

Uploading and Emailing Invoices via Correspondence OUT

How to Keep a Log of Sent Emails

Each time an email is sent, an Email task is automatically created under Activities with a status of Completed, providing a log of the action.

1. To view more details, hover over the Description field within the task.

Dynamic Updating of Invoice Attachments

Once an invoice attachment is created, its PDF will automatically regenerate whenever the invoice is updated.

For example, if an invoice is emailed while in an Unpaid status and later a payment is applied, the attachment will refresh automatically to reflect the updated balance. This means you can re-email the invoice without needing to manually recreate the attachment.

Statements of Claim

If a Patient Invoice has been paid and claimed, the regenerated PDF will also include a copy of the Lodgment Advice, making it ready to be provided to the patient.

Sending Investigation Requests via Email

To email a patient's pathology or radiology request form to them, you can follow the steps in Emailing Pathology & Radiology Requests to Patients.

Sending Investigation Results via Email

1. Open the Patient Record, click Investigation, and then click Results.
    

2. Locate the Results you want to send, tick the box, click More, and then select Print.
   
   
    

3. Under the "Destination" section, select "Save as PDF" to download the results and Click Save
   
    

4. Go back to the Patient Record, click the Clinical tab, select Correspondence OUT, then click Import and fill in all required fields. Click save
   
   The required fields are as follows: Set the 'Status' to 'Final,' select 'Any Subject and Details', choose the 'Results' category, and upload the Results files.
    

The investigation Results letter will be available under the Correspondence OUT section of the patient’s clinical file.

You can then send the email by clicking the Email on Demand icon.