How should I set up email addresses for myself and the practice?

Setting up your practice email addresses can be a little confusing. 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 your 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 see (email should be checked sporadically – every few days)
• This email address should be checked every few days

When to use it:

• Enrolling in Google Workspace, Analytics, and Webmaster Tools
• Enrolling in Bing Business Portal and Yahoo Local
• Creating a Facebook Page for the practice
• Creating a Google My 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:

• Establishing 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

Now that you’ve got your email addresses set up, you’ll be able to collect all the leads that come your way. Want to send more new patients to your practice? We can help.

Achieve more. Talk to us.