Configuring email alerts for your on-call schedules
The scheduling system allows you to send Email alerts to any employee with an email address listed in the Staff members section of the on-call app. There are a variety of possibilities for who receives messages depending on which Type of on-call schedule you’ve created.
All messages will be sent from notifications@sasdesk.com and may contain the subject, “SAS Notification.” We can send customized message details, just the basics, or a message that lets you know you have a new call. In this article, you'll learn about the message delivery methods:
- Sending emails as texts
- Sending full messages
- Sending emails as texts + sending full messages
- Email alerts with no options selected
You'll also learn about the available options for each schedule type:
- Warm Patch Email alerts
- Cold Patch Email alerts
- Email Only On-Call alerts
- HIPAA and On-Call alerts
- Customized alerts
MESSAGE DELIVERY METHODS
Send emails as texts
If this option is checked, we will send a text to your phone using your mobile email address. For example, 9165551212@vtext.com.
Common mobile email addresses are:
- AT&T – cellnumber@txt.att.net
- Verizon – cellnumber@vtext.com
- T-Mobile – cellnumber@tmomail.net
- Sprint PCS – cellnumber@messaging.sprintpcs.com
- Google Fi - cellnumber@msg.fi.google.com
- Virgin Mobile – cellnumber@vmobl.com
- US Cellular – cellnumber@email.uscc.net
- Nextel – cellnumber@messaging.nextel.com
- Boost – cellnumber@sms.myboostmobile.com
- Alltel – cellnumber@message.alltel.com
- Metro PCS - cellnumber@mymetropcs.com
With email to text, the message will say:
We’re trying to reach you about a message! Check your account @ https://sasdesk.com for details.
Note that if you entered a standard email address and selected Send emails as texts, you will receive the short email message noted above.
Send full message
We will send a long message that will contain most default variables and begin with the following:
We tried to reach you about a message we received on your account with no luck.
Note that if you have entered a mobile email address and selected Send full message, you will receive a long text message that will contain complete call details as noted above.
Note that if you have entered a mobile email address and selected Send full message, you will receive a long text message that will contain complete call details as noted above.
Send email as texts + Send full message
We will send a message containing only the caller’s basic information, such as Name, Number, Email and Regarding.
Email alert with No Options Checked
We will send a long message referring you to check your portal, but this will not contain the caller’s information. The email will begin with the following:
We tried to reach you about a message we received on your account with no luck.
AVAILABLE OPTIONS
Warm Patch + Email Alerts
With a Warm Patch schedule, messages will be sent to the staff in your dial out list only if we do not reach someone. You will only have the option to email Each employee, and you can “Send emails as texts,” “Send full message,” or both. If you have 2 people in your schedule, this would send out a maximum of 2 messages.
Cold Patch + Email Alerts
With a Cold Patch schedule, a message will be sent to the staff member we are transferring the call to. The setup is the same as with a Warm Patch. You will only have the option to email Each employee, and you can “Send emails as texts,” “Send full message,” or both. This would send out a maximum of 1 message.
Email Schedules + Email Alerts
With an Email On-Call schedule, the Email alert option defaults to All employees, so the drop down list will be greyed out. This type of schedule will email the staff members in your list independent of Warm Patch, Cold Patch, or Reach schedules. You can include a maximum of 7 email addresses with this schedule type, and you can “Send emails as texts,” “Send full message,” or both.
HIPAA + Email Alerts
Note that if your account is HIPAA compliant, you will not be able to receive patient information via electronic means. However, you still have two options for email alerts. In either case, no patient information will be sent.
- Checking the box next to Send emails as texts will result in a text message indicating that you have a new call. You will be referred to the portal for more information.
- If you do not check the emails as texts options, you'll receive a longer email message letting you know that we are trying to reach you, and to check your portal for more information.
Customizing Alert Details
If you have created a Warm Patch, Cold Patch or Email Only schedule, you can customize the message details you'll receive by using specific variables from your script.
1. Once you've selected your desired alert format, the options for Set default and Set custom will become operational. Click the radio button next to Set custom, and then select the Script where you'll be adding the schedule.
3. Once you've documented the step labels you'd like to add, scroll through the list, and check the box to the left of each script variable. Then click the Add variables button.
