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The Email channel in Neuroncx AI lets you reach patients and prospects through their inbox as part of the same multi-channel lead management workflow that powers your WhatsApp and telephony engagement. Whether you are sending a campaign to a new patient segment, following up on an incomplete booking, or delivering appointment confirmation notifications, email fits naturally into the lead lifecycle alongside your other active channels.

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When to Use the Email Channel

Email complements real-time channels like WhatsApp and telephony in specific scenarios. Use it when:
  • Patients have not opted in to WhatsApp but have provided an email address.
  • Detailed information needs to be shared — instructions, forms, or documents that are impractical to send over messaging.
  • Scheduled campaigns target a broad segment and a delay in delivery is acceptable.
  • Automated follow-ups need to be sent after an incomplete booking or a missed call.
Email deliverability depends on your sender domain’s reputation. Neuroncx AI sends email through your configured sender identity — ensure your domain has valid SPF, DKIM, and DMARC records to avoid messages landing in spam folders.

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Setting Up Your Email Channel

1

Configure Your Sender Identity

Navigate to Channels → Settings → Email and enter your sender name and email address. Use a recognisable name — typically your clinic or brand name — so patients immediately know who the email is from.
2

Verify Your Sending Domain

Add the DNS records provided by Neuroncx AI to your domain registrar. Verification confirms that you own the sending domain and improves deliverability. The Settings page shows the verification status for each record.
3

Create or Assign Email Templates

Build email templates for each communication type — campaigns, follow-ups, and notifications. Use lead attributes (name, appointment date, consultant name) as dynamic variables to personalise each message.
4

Map Templates to Workflow Triggers

Link each template to the appropriate workflow trigger in your automation configuration. For example, a booking confirmation email should fire when a lead’s status moves to Success in the Transactions Console.

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Email Message Types

Just as WhatsApp messages are categorised by type, it is helpful to think of your email communications in three distinct categories so you can apply consistent design and copy standards.

Campaign

One-to-many messages sent to a targeted patient segment. Used for health campaigns, seasonal promotions, and re-engagement of inactive patients.

Follow-Up

Triggered messages sent after a specific patient action or inaction — for example, after a missed appointment or an incomplete booking flow.

Notification

Transactional messages tied to a booking event — confirmations, reminders, rescheduling notices, and cancellation receipts.

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Best Practices

Consistent, well-structured emails improve open rates, reduce unsubscribes, and keep your sender reputation healthy. Follow these guidelines for every message you send through the Email channel. Maintain a consistent sender identity. Use the same sender name and email address across all message types. Patients are more likely to open email from a name they recognise. Write a clear, specific subject line. Avoid generic subject lines like “Important Update”. Instead, use “Your Appointment with Dr. Sharma is Confirmed for Monday, 14 July” — it sets expectations immediately and reduces unnecessary enquiries. Include one clear call-to-action. Each email should ask the patient to do exactly one thing: confirm, reschedule, reply, or visit a link. Multiple CTAs dilute attention and lower conversion. Personalise using lead attributes. Address the patient by name and reference appointment-specific details wherever possible. Personalised emails consistently outperform generic ones. Respect opt-out requests immediately. Unsubscribe requests must be honoured promptly. The Email channel in Neuroncx AI processes unsubscribe actions automatically — do not attempt to re-add opted-out patients to email sequences.
Sending campaign emails to patients who have not opted in to email communications may violate data protection regulations in your region. Always confirm that your lead records include a valid email consent flag before targeting them with campaign messages.

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Tracking Email Performance

Email performance is tracked in the Channels Overview dashboard alongside WhatsApp, telephony, and web view data. The Patient Source Attribution panel shows how email-originated leads progress through the booking funnel — Success, Modified, or Failure — so you can compare email conversion quality against your other channels. For granular open-rate and click-rate metrics, refer to the campaign-level reporting available in your email integration settings.