The inbox gives you a personal phone number to send and receive SMS texts between the clinic and your patients!
Please note: This can only be set up by the Main Admin on the account through the web browser.
Additionally, if this feature is enabled, the account will be charged $5 per month and you will need to be on the Accelerator Plan to access this feature.
All SMS texts sent from your account will come from the phone number that you select.
Web 🖥️
AR App📱
Enable the Two-Way Inbox on the Web
1. To enable the Inbox feature in your account, first navigate to https://app.aestheticrecord.com/settings/profile
2. Click Inbox at the top of your browser.
⚠️ If this tab has a lock icon next to it, this means you need to upgrade to the Accelerator Plan before continuing. You can upgrade by going to Settings > Billing > Subscriptions.
View more information through our Plans & Pricing page here
3. Switch the Toggle to turn on the Inbox.
4. You will then be prompted choose and purchase the number you'd like to use from here. Use the area code search bar to help narrow down numbers that either have your area code, or that are in close proximity to your area to make it easier for patients to identify.
Please note: Even if you have an existing phone number through a different system, you will still need to select a new number from the list provided and you can't import your existing, external number. ⚠️
5. Once you locate the number you'd like to use click Select over to the right.
6. Then, at the bottom of the screen click Continue.
7. Review the information and click Finish Setup.
⚠️ To be safe, we also recommend storing this number somewhere else so that you can easily reference it on your website, socials, etc as a way for patients to reach out and text if ever needed! You will always be able to find this number through your inbox as long as it stays active.
Upon purchasing a phone number and finishing the Inbox setup, your patients will be able to respond to your outgoing SMS texts sent through the inbox.
⚠️ Keep in mind, and let patients know if possible, that any texts they have received prior to turning on the Inbox will be from a different number. Any future text messages regarding appointments will now send from the number you just purchased above.
Helpful use case here:
Let's say you have a patient coming in who has not yet completed their paperwork through their portal- you can text them through the inbox and remind them to login and view outstanding items so that you don't have to spend time on paperwork completion upon arrival!
Utilizing the Inbox Integration on Web & AR App
After fully enabling the Inbox, use the steps below for helpful tips and tricks on how you can best utilize this feature.
Inbox on the Web
1. When accessing the Inbox from the Web, you can send and receive patient text messages in real-time.
From the main Inbox page you'll notice a few things:
Your chosen Inbox number showing in upper right hand corner
Unread / Read tabs for message viewing
A menu on the left to switch between different Inbox views and clinics
Ability to search for a specific patient name and current patient thread
2. You can also manage marking messages as Read / Unread when needed. To do so, check the boxes to the left of patient names, and over to the right you will see a blue button appear to either mark read messages as unread, or unread messages as read.
3. If you need to quickly check something in a Patient's Profile, you will notice an Open/Expand icon to the right of the patient's name.
When clicked on, this will open a new tab in your browser and take you directly to the patient's profile without disrupting the current page you are on.
This is a great way to be messaging with a patient, while simultaneously checking their files and information.
4. If a patient text message comes through while on the Web, you will see a badge icon pop up in the inbox tab at the top of your screen. You can check the Unread section from there and filter between read and unread messages.
Inbox on the AR App
1. If you would like to access and use the Inbox from the AR App, you can do so by clicking the 3 lines in the upper left hand corner from the main Patients Page, then locate and click into Inbox.
You will see badges with unread messages from here as well, to help identify any patient texts that need to be viewed/ replied to.
On the main Inbox page from here, there are a few additional tools you can utilize to streamline you flow.
Unread / Read tabs
Switch between All Clinics and specific clinics
Create a new message using the small blue icon to the right of All Clinics
Find existing message threads by searching patient names
If you click directly into a message thread with a patient, you will be able to further navigate to their Patient Info and then click into their Patient Timeline if needed.
⚠️ Keep in mind, you can't manage Inbox settings from the App at this time and will need to be on the Web to do so.
Disable the Two Way Inbox
Reminder: Only the Main Admin of the account can disable the inbox ⚠️
1. If you need to disable the Inbox, start by going to Settings from the Web.
2. Scroll to the bottom of the left hand menu, and click Inbox Settings.
3. From here, switch the Toggle off to disable the Integration.
4. Be sure you are 100% positive you want to turn off the Inbox. Click Confirm to continue in the Confirmation Popup.
⚠️ Once you've disabled the Inbox, you will no longer be able to access your inbox or view previous texts sent through the inbox.
⚠️ Should you need to enable it again in the future, you will be required to choose a new number. You will not be able to reinstate the previous Inbox number you chose.
User Privileges for the Inbox
⚠️ If you are unable to see the inbox tab on your iPad or through the web browser, please have the Main Admin of the account update your privileges.
1. Go to the Settings icon>Teammates>Users>Click on the user profile>Manage Privileges
2. Then check "Inbox" and "Save"
