Email FAQs
Who do automated emails get sent from?
Your Clinic Admin. This is the person (or team) on your account that automated workflow emails go out under, and who monitors and responds to replies from leads and clients inside ClinicMonk.
What email address is used as the Clinic Admin?
Two options:
- A real person's email — e.g. your VA or office manager's own address.
- A generic admin email — e.g.
admin@yourdomain.com, paired with a team name like "Noia Wellness Admin Team" instead of one person's name.
The generic option is useful for continuity — if your admin staff changes later, client-facing emails stay consistent instead of being tied to one name.
Can I change the Clinic Admin email later?
Yes, this can be updated after setup. Just let your onboarding contact know the new name/email and it'll be updated on your account.
Does everyone on my team share one login for email/replies?
No. Each person who needs access to ClinicMonk (and PHI within it) should have their own individual login rather than sharing one set of credentials. This keeps you compliant with HIPAA/PHI rules. Adding additional user accounts later is easy.
Will emails be branded to my clinic, or come from ClinicMonk?
Once your domain is connected during technical setup, the system sends branded emails on your behalf — meaning they come from your domain, not a generic ClinicMonk address. This also brands any hosted forms and links.
What is "connecting your domain" and why does it matter for email?
It's a technical setup step where we link your website domain to ClinicMonk. Until it's done, outgoing email/links may not be fully branded to your clinic. It's one of the first things handled during technical setup.
Can PHI (patient health information) be sent by email?
No. ClinicMonk is built so PHI stays inside the platform rather than going out over email or text. Even after your account is HIPAA-enabled, treat outbound email and SMS as channels to keep PHI out of — that's true regardless of what tool you're using.
Where do inbound replies from leads/clients go?
They come into ClinicMonk and are visible to whoever is logged in as the Clinic Admin (or any team member with access), rather than a personal inbox.