Incoming Correspondence
The practice inbox. Match and assign correspondence. Multi-site correspondence. Filter correspondence. Undelivered correspondence
Shelley Withington avatar
Written by Shelley Withington
Updated over a week ago

Your inbox can be found on the main menu bar. Here you can access the practice inbox where all incoming patient Email and SMS correspondence is displayed.

Incoming correspondence is split between correspondence that is assigned and unassigned.

Select the correspondence you want to deal with and mark it as read, or archive it.

  • Select All - select all messages

  • Unread - mark selected messages as unread

  • Archive - archive selected messages

You can also choose between viewing Email or SMS correspondence.

correspondence inbox

You know you have unread new messages, when there is a blue dot on the tab.
The blue dot will show if there are new assigned incoming messages in any of your sites' inboxes - not just the site you are viewing.

If you have the inbox open and on-screen, and new email or SMS comes in to the Inbox, a blue dot will NOT appear until you click on a tab, or into the Inbox.

Matching Unassigned correspondence to a patient

If a message came from a source that Dentally recognises, such as a patient’s email address or mobile number, it will also be displayed in the patient’s Correspondence tab in their records.

If the message does not come from a source that Dentally recognises, these are found in the tab Unassigned SMS or Unassigned Email.  


To  attach Unassigned Correspondence to a patient’s correspondence,  

  • open the correspondence

  • click on the ‘Assign to Patient’ option when viewing the message. 

Dentally Inbox assign to patient
  • Search for the patient’s name in theSearch Patient field at the top of the message

Dentally Inbox search for patient
  •  When the patient name comes up, select it and the correspondence will be assigned to the patient.

Archive Messages

When you archive messages in the Inbox, they are removed from the view to keep things tidy. If they have been matched to a patient, they will still be visible in their Correspondence tab.

Undelivered correspondence

If correspondence is returned as undeliverable, the relevant (email or SMS) preferences, in the patient's Details tab, are updated to NO. They need to be checked and updated at the patient's next visit.

Multi-site Correspondence

If you have multiple sites, you can filter your correspondence by site using the filter, as long as you have the correct permissions to do so.

Dentally Inbox Multi-site selection
Dentally Inbox select site
  • Click on one site and the other sites will appear.

  • Select the site you want from the drop down list.

  • You will now be able to see that site's correspondence

Unassigned Correspondence can be seen at all sites because Dentally does not know to which site the correspondence belongs.

Filter Correspondence

To filter correspondence so that you see only the sent items, for example, use the filter. It defaults to your Inbox. 

Dentally Inbox Filter button
  •  To see Sent Items or Archived Items, click on Inbox and select the items you require.

Dentally Inbox filter on
  •  When you have finished looking at Sent or Archived Items, we recommend you change this filter back to Inbox before leaving the screen

To find out more about scanning and uploading documents into Dentally, we have a helpful webpage on this topic - Uploading scanned documents into Dentally

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