Here is our best case scenario for email address configurations. Please note that the email set-up for each client tends to differ somewhat based on historical choices they have made and these are only guidelines.

Email Addresses You Should Establish

#1 Clinic’s Public Email Address

This is the email address promoted to the public online and in print.

How to set it up:

  • It is generally a generic email such as info@mydomain.com or clinincname@gmail.com
  • This is an email address you can transfer to the new owner if you sell your practice.
  • This email address should be monitored throughout the day

When to use it:

  • Printing on business cards
  • Printing on flyers and ads
  • Contact email on website
  • Displaying as contact email on Google, Yelp, Yahoo
  • Receiving messages related to patient care

#2 Clinic’s Business Operations Email Address

This is an email that is generally shared by the doctor and administrative staff.

How to set it up:

  • It is generally a generic email such as admin@mydomain.com or clinincadmin@gmail.com
  • This is an email address you can transfer to the new owner if you sell your practice.
  • Messages coming into this email should be appropriate for all admin staff to seeEmail can be checked sporadically – every few days.
  • This email address should be check every few days

When to use it:

  • Enrolling in Google Places,  Analytics and Webmaster Tools
  • Enrolling in Bing Business Portal and Yahoo Local
  • Creating a Facebook Fan Page for the practice
  • Creating a Google+ Business Page for the practice
  • Establishing YouTube, Twitter and Pinterest accounts for the practice
  • Establishing and claiming profiles on key review and directory sites such as Yelp or Yellowpages.com
  • Receiving online performance reports (rankings, traffic, and web activity)
  • Receiving notifications of new patient reviews left for you

#3 Clinic’s Reputation Management Email Address

This is an email used to register for and post to lesser known directories and social accounts.

How to set it up:

  • It is generally a generic email such as social@mydomain.com or a fake first and last name such as juliedoe@mydomain.com
  • This is an email address you can transfer to the new owner if you sell your practice.
  • This email is hardly ever checked. It is used to register for accounts and will receive a high volume of automated messages from all those different sites so that these messages don’t clog emails #1 and #2

When to use it:

  • Registering for second and third-tier directories and review sites

#4 Doctor’s Personal Email Address

This is your personal email address used for your personal life.

How to set it up:

  • It is generally a personalized email such as myname@comcast.net, myname@gmail.com, myname@aol.com
  • It is for your personal communications.
  • It stays with you across different careers and locations.

When to use it:

  • Establishig a LinkedIn profile
  • Creating a Facebook profile (for you as the person)
  • Creating a Google+ profile (for you as the person)
  • Establishing Google Authorship (for you as the person)

#5 Doctor’s Professional Email Address

This is your business email used to manage your practice.

How to set it up:

  • It is generally associated with your domain such as drfirstlast@mydomain.com
  • It is for private business-related communications
  • How often you need to monitor it depends on whether you publish it for patients to use.

When to use it:

  • Confidential discussions about patient care
  • Confidential practice management discussions
  • Enrolling in industry associations or networking groups