Patient Mapping

You have the option to enable or disable patient notifications in the process of mapping patients.

Adding new patients

Whether notifications are enabled or disabled for all patients, the system will not send the registration email once the Add Patients import is completed.

Notifications can be customized for each patient (in the imported Excel spreadsheet) .

Updating patients

When notifications are turned off for all patients, the system will not send any notifications to the updated patient.  

When notifications are switched on for all patients, the system will send all the relevant notifications.

Notifications are customizable for each patient (in the Excel spreadsheet).

When Patient notification= False, the system does NOT send ANY notifications to the updated patient.

When Patient notification= True, the registration email is sent to the patient when:

• the patient is not registered yet,
• commencement date is today or earlier in the past.

Registration email

If patient has NO case, the default registration email is sent.

Patients WITH case receive the registration email customized for protocol version. If sending SMS is allowed for this protocol version, then email+SMS is sent.

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Pre-treatment reminder is sent when:

• the patient's case has a treatment reminder due date that matches the current system date
• the patient is not registered yet

Pre-treatment reminder is sent separately for each case that the patient has.

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Survey reminder ( for each survey) is sent when the survey:

• is due/overdue on the current system date
• has not expired
• is not completed

After each Update Patients import with notifications enabled, a registration email will be automatically sent to patients (similar to clicking Resend Invitation button).

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Case Mapping

In the Add Case process there's a setting "Send Registration Email" that allows you to disable sending a registration email for the patient(s), while other reminders will still be sent (similar to the switcher in the Case Creation modal).

By default, if the attribute is not mapped, it will automatically be set to True. This means that registration letters will be sent provided that notifications are enabled.  

To configure this parameter, you need to create a separate column in the imported file with the appropriate header (Column name: “Send Registration Email”; value: “True”).

If notifications were enabled when creating a patient, then after Add Cases import is completed, all the required notifications will be queued for sending: registration emails, pre-treatment reminders, SMS and push notifications.

If notifications were turned off when creating the patient(s), then after creating the cases nothing will be sent.

If the "Send Registration email" setting is set to true in the Excel spreadsheet and patient notifications are turned off in the import settings, the patient will not receive either the registration notification or the pre-treatment notification.

Tip: In the Circle Full Raw Export, there is a separate column that shows whether notifications are currently enabled or disabled on the case. “Allowed’ in the column means that the notifications are on.

You can determine whether sending registration emails is enabled or not by checking the imported file used for case creation.