Email notifications settings
4 min read
Configure Your Email Notifications
Customize your email notification preferences to stay informed without getting overwhelmed. This guide covers all available settings and best practices.
Accessing Email Settings
Navigation Path
- Click your profile picture in the top right corner
- Select "Settings" from the dropdown menu
- Click "Notifications" in the left sidebar
- Scroll to the "Email Preferences" section
Email Frequency Options
Instant Notifications (Recommended)
Receive emails immediately when events occur:
- Get updates as they happen
- Fastest response time to urgent matters
- Separate email for each notification
- Best for facilities with moderate claim volume
Hourly Digest
Receive one email per hour with all updates:
- Reduces inbox clutter
- Still relatively timely
- All updates grouped together
- Good for busy facilities
Daily Digest
One comprehensive email per day:
- Sent at your chosen time (default: 8 AM)
- Complete summary of all activity
- Minimal inbox impact
- Best for low-volume facilities
Weekly Summary
Weekly recap every Monday morning:
- High-level overview of activity
- Statistics and trends
- Action items for the week
- Supplementary to other notification methods
Notification Types
Claim Status Updates
Receive emails when claim status changes:
- ✓ Claim submitted confirmation
- ✓ Status changed to "Under Review"
- ✓ Approved or Denied
- ✓ More information needed
- ✓ Payment processed
Messages
Email notifications for communications:
- ✓ New message from contract provider
- ✓ Reply to your message
- ✓ @mentions in conversations
- ✓ High-priority messages
Document Uploads
Notifications about document activity:
- ✓ Your upload completed successfully
- ✓ Provider uploaded new documents
- ✓ Document approval or rejection
System Notifications
Important system-wide updates:
- ✓ Account security alerts
- ✓ New feature announcements
- ✓ Scheduled maintenance
- ✓ Service disruptions
Reminders
Automatic reminder emails:
- ✓ Action items overdue
- ✓ Pending response to provider
- ✓ Claims awaiting document upload
- ✓ Upcoming deadlines
Advanced Settings
Priority Filtering
Choose which priorities trigger emails:
- Critical only
- High and Critical
- Medium and above
- All priorities
Provider-Specific Settings
Customize notifications per contract provider:
- Set different frequency for each provider
- Enable/disable specific notification types
- Use for high-volume providers
- Separate email addresses per provider (optional)
Quiet Hours
Define times when you don't want notifications:
- Set start and end times
- Apply to weekdays, weekends, or both
- Critical alerts can override (optional)
- Queued notifications sent after quiet hours
Multiple Email Addresses
Send notifications to different email addresses:
- Primary email for all notifications
- Secondary email for urgent items only
- Team email for shared claims
- Manager email for approvals
Email Templates
Understanding Email Format
OtterClaims emails include:
- Subject Line: Clear indication of notification type
- Summary: Key information at the top
- Details: Complete context and data
- Action Buttons: Direct links to take action
- Footer: Preferences link and contact info
Example Subject Lines
- "[OtterClaims] Claim #12345 Approved"
- "[OtterClaims] New Message on Claim #12345"
- "[OtterClaims] Action Required: More Info Needed"
- "[OtterClaims] Daily Digest - 5 Updates"
Managing Email Overload
Reducing Volume
If you're receiving too many emails:
- Switch from instant to hourly or daily digest
- Disable less critical notification types
- Increase priority threshold
- Set up provider-specific rules
- Enable quiet hours
Email Filters
Set up filters in your email client:
- Label/Folder: Create "OtterClaims" folder
- Priority Inbox: Mark urgent claims as important
- Auto-Archive: Archive daily digests after reading
- Forward Rules: Route to team members
Mobile Email Optimization
Mobile-Friendly Design
OtterClaims emails are optimized for mobile:
- Responsive layout
- Large, tappable buttons
- Key info visible without scrolling
- Fast-loading images
Mobile Email Apps
Works great with:
- Gmail app (iOS/Android)
- Apple Mail
- Outlook mobile
- Samsung Email
Troubleshooting
Emails Going to Spam
If OtterClaims emails are marked as spam:
- Add notifications@otterclaims.com to your contacts
- Mark OtterClaims emails as "Not Spam"
- Create a filter to always deliver to inbox
- Check your email provider's spam settings
- Contact your IT department if using corporate email
Not Receiving Emails
If you're not getting notifications:
- Verify your email address is correct in settings
- Check spam/junk folder
- Ensure notifications are enabled
- Test by sending yourself a test email
- Contact support if issues continue
Delayed Emails
If emails arrive late:
- Check if digest mode is enabled
- Verify email server isn't causing delays
- Switch to instant notifications for time-sensitive items
- Contact your email provider about delivery speeds
Best Practices
Recommended Settings for Different Scenarios
High-Volume Facility (50+ claims/month):
- Daily digest for routine updates
- Instant notifications for critical/high priority only
- Quiet hours enabled
Medium-Volume Facility (10-50 claims/month):
- Hourly digest
- All notification types enabled
- Medium priority and above
Low-Volume Facility (Under 10 claims/month):
- Instant notifications
- All types enabled
- All priorities
Regular Maintenance
- Review settings quarterly
- Adjust based on claim volume changes
- Update email addresses when staff changes
- Test notifications after making changes
Pro Tip:
Start with instant notifications for your first month. This helps you understand the notification flow and response times. Then adjust to digest mode if needed based on your actual claim volume and workflow.
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