Welcome to GenNotify

GenNotify automates patient communications for your practice. It connects to Gensolve, polls for new and changed appointments every minute, and sends confirmation emails, reminders, and intake form links to your patients automatically via Postmark. The system runs in the background with no manual intervention needed for day-to-day operation.

Who is this guide for?

This help centre is for the clinic admin, the person who manages setup, Gensolve integration, email branding, and monitors notifications via the dashboard. Each clinic has a single admin account.

What you can do with GenNotify

• ✓ Send automatic appointment confirmation emails (new patients, returning, and rescheduled)
• ✓ Schedule appointment reminders at configurable intervals
• ✓ Collect patient intake forms and sync responses back to Gensolve
• ✓ Monitor all notifications from a central dashboard
• ✓ Customise email branding with your clinic logo, colours, and social links

What needs your attention

Most of GenNotify runs automatically, but a few things need periodic attention:

• Check the Dashboard periodically for intake submissions flagged as "Review needed"
• Use the Re-send button if a patient reports not receiving their email
• Monitor stats cards for unusual activity (e.g. zero confirmations on a busy day could indicate a connection problem)
• Save signed consent forms against client records in Gensolve when new patients arrive

Onboarding

When you first sign up, a two-step setup wizard guides you through the essentials. You can skip any step and come back to it later via Settings.

Step 1: Clinic details

Enter your basic clinic information:

• Clinic name — displayed in email headers and subject lines
• Phone — included in emails so patients can contact you
• Email — used as the reply-to address for all patient communications

You can update these details at any time from Settings → Clinic details.

Step 2: Connect Gensolve

Enter your Gensolve API credentials to connect GenNotify to your practice management system. You will need four pieces of information:

• Username
• Password
• Organisation name
• Secret key

After entering your credentials, click Test connection to verify everything is working. Once connected, GenNotify will load your available vendors and ask you to select which one to use. If your organisation has only one vendor, it will be selected automatically.

Dashboard

The dashboard is your central hub for monitoring all patient communications. It shows what has been sent, what is pending, and highlights anything that needs your attention.

Stats cards

At the top of the dashboard you will see three summary cards showing lifetime totals and today's activity:

• Confirmations sent — total confirmation emails dispatched since your account was created, with a "+X today" counter showing same-day activity
• Reminders sent — total reminder emails dispatched, with a "+X today" counter
• Intake forms — total intake form submissions received, with a "+X today" counter

Each card is colour-coded to help you quickly distinguish between the three types of communication at a glance.

Tabs

Below the stats cards, three tabs let you drill into each type of notification:

• Confirmations — shows patient name, appointment date/time, type (new, returning, or rescheduled), send status, and timestamp
• Reminders — shows patient name, appointment date/time, reminder number (e.g. "Reminder 1 of 2"), send status, and timestamp
• Intake — shows patient name, submission date, matching status (matched, review needed, or pending), and any linked Gensolve record

Each tab displays a paginated table with the most recent entries at the top. You can use the tab switcher to move between views without losing your place.

Re-sending a notification

If a patient didn't receive an email, you can re-send it directly from the dashboard:

1. Navigate to the relevant tab (Confirmations or Reminders)
2. Find the notification row for the patient
3. Click the Re-send button on that row
4. Confirm in the modal that appears

The email will be dispatched again immediately. The dashboard will update to reflect the re-send.

Settings

The settings page lets you configure everything about how GenNotify works for your clinic. It is divided into several cards, each covering a different aspect of configuration.

Clinic details

Update your Clinic name, Phone, and Email. These appear in outgoing emails and are used as the reply-to address for patient communications.

Email branding

Customise the look of emails that patients receive. You can configure:

• Logo — upload your clinic logo (displayed in the email header). Supports PNG, JPG, and SVG formats
• Brand colour — the primary colour used for buttons and accents in emails. Use your clinic's brand colour for a consistent look
• Social links — add links to your clinic's Facebook, Instagram, or website. These appear as icons in the email footer
• Cancellation policy — a short message shown in confirmation and reminder emails (e.g. "Please provide 24 hours notice if you need to cancel or reschedule")

After making changes, use Send test email to preview how your emails will look before they go out to patients. The test email is sent to your clinic email address.

Reminder schedule

GenNotify supports up to two reminders per appointment. For each reminder you can configure:

• Days before — how many days before the appointment to send the reminder (e.g. 2 days)
• Send time — the time of day the reminder is dispatched (e.g. 8:00 AM)

See Reminders for more detail on how the reminder schedule works.

Gensolve integration

A summary card showing your connection status and selected vendor. Click Edit to update your credentials or change the vendor. See Connecting Gensolve for setup details.

Account

At the bottom of the settings page you will find account management options:

• Export data — download a CSV export of all your notification history
• Delete account — permanently remove your clinic and all associated data

Connecting Gensolve

GenNotify integrates with Gensolve to detect new, changed, and upcoming appointments. This connection is required for confirmations, reminders, and intake form matching to work.

What you need

You will need four credentials from your Gensolve account:

1. Username — your Gensolve API username
2. Password — your Gensolve API password
3. Organisation name — your organisation as registered in Gensolve
4. Secret key — the API secret key provided by Gensolve

Test and save

After entering your credentials, click Test connection. GenNotify will attempt to authenticate with Gensolve and report success or any errors. If the test passes, click Save to store your credentials securely.

Vendor selection

Once connected, GenNotify loads the list of vendors (locations) available under your Gensolve organisation. Select the vendor whose appointments you want to manage. If your organisation has only one vendor, it will be selected automatically.

Timezone handling

Gensolve stores appointment times in UTC. GenNotify automatically converts these to New Zealand time (Pacific/Auckland) for display on the dashboard and in patient emails. You do not need to do any timezone conversion yourself.

Email confirmations

GenNotify automatically sends a confirmation email whenever a new or changed appointment is detected in Gensolve. Emails are sent within minutes of the appointment being created or modified.

How detection works

GenNotify polls the Gensolve API every minute for changed appointments. When a new or modified appointment is detected, it is processed and the appropriate confirmation email is queued for delivery. This means patients typically receive their confirmation within minutes of the appointment being booked or changed.

Three types of confirmation

• New patient — sent to first-time patients. Includes an intake form link so they can submit their details before arriving. See Intake forms for how this works end to end.
• Returning patient — sent to patients who already have a record in Gensolve. A straightforward confirmation with appointment details.
• Rescheduled — sent when an existing appointment's date or time changes. GenNotify detects rescheduling by comparing the stored appointment time against the latest data from Gensolve. The email clearly notes the updated date and time so the patient knows what changed.

What's included in each email

All confirmation emails include:

• Patient name and appointment date/time
• Clinic name, address, and contact details
• An ICS calendar attachment so the appointment can be added to any calendar app
• Your clinic's cancellation policy (if configured in Settings)
• Your clinic logo and brand colours
• Social links (if configured)

Re-sending from the dashboard

If a patient didn't receive their confirmation, go to Dashboard → Confirmations tab and click Re-send on the relevant row.

Reminders

Reminders are scheduled emails sent before an upcoming appointment to reduce no-shows. GenNotify supports up to two reminders per appointment.

How the schedule works

You configure each reminder with a Days before value and a Send time in Settings → Reminder schedule. For example, if Reminder 1 is set to "2 days before at 8:00 AM" and a patient has an appointment on Thursday, they will receive the reminder on Tuesday at 8:00 AM.

Duplicate prevention

GenNotify tracks every reminder sent using internal records called SentReminders. If a reminder has already been sent for a particular appointment and reminder number, it will not be sent again. This prevents patients from receiving duplicate reminders if the system processes the same appointment multiple times.

Configuring your schedule

Go to Settings and find the Reminder schedule card. For each reminder you can:

• Enable or disable the reminder
• Set the number of Days before the appointment
• Choose the Send time (the time of day the email goes out)

Changes take effect immediately for future appointments. Reminders that have already been sent will not be affected.

What's included in reminder emails

Reminder emails include the same core information as confirmation emails:

• Patient name and appointment date/time
• Clinic name, address, and contact details
• An ICS calendar attachment
• Your clinic's cancellation policy and branding

Intake forms

New patients receive an intake form link in their confirmation email. When they submit the form, GenNotify automatically matches their response to a patient record in Gensolve and syncs the data. Your reception staff are notified so they can review the submission.

End-to-end flow

1. Patient clicks the intake form link in their confirmation email (or reminder email)
2. Patient fills in and submits the Tally form
3. Tally sends a webhook to GenNotify with the submission data
4. GenNotify matches the patient to an existing Gensolve record
5. Matched data is synced back to Gensolve: client record created or updated, ACC condition added (if applicable), and a clinical note with the intake summary
6. Reception staff receive a notification email confirming the intake was processed
7. On arrival, reception saves the signed consent form against the client record in Gensolve (the only manual step)

Patient matching

GenNotify uses a three-tier matching system to find the right patient record in Gensolve:

1. NHI number — if the patient provides their NHI number, this is used first as it is the most reliable identifier
2. Email address — if no NHI match, GenNotify searches by the email address used in the form
3. Name + date of birth — as a final fallback, matching is attempted using first name, last name, and date of birth

"Review needed" status

If the matching process finds multiple possible matches (e.g. two patients with the same name and date of birth), the intake submission is flagged as Review needed on the Dashboard. Reception staff should manually review these submissions, verify the correct patient, and link the record in Gensolve.

What gets synced to Gensolve

When an intake form is successfully matched, the following data is written to the patient's Gensolve record:

• Client record created (for new patients) or updated with any missing details
• ACC condition added, if the patient indicated an ACC claim
• A clinical note containing a summary of the intake form responses

Privacy & data handling

GenNotify handles patient data with care. Here is an overview of what data flows through the system and how it is stored.

Data flow overview

GenNotify sits between Gensolve and your patients. Data flows in four directions:

• From Gensolve — appointment details (patient name, email, date/time, clinician) are read via the Gensolve API every minute
• To patients — confirmation and reminder emails are sent via Postmark, a trusted email delivery service with high deliverability rates
• From patients — intake form submissions are received via Tally webhooks with HMAC signature verification for security
• Back to Gensolve — matched intake data is written back to the patient's Gensolve record, including client details, ACC conditions, and clinical notes

What is stored

GenNotify stores the minimum data needed to operate:

• Processed appointment records (patient name, email, appointment time, send status)
• Sent reminder tracking records (to prevent duplicate sends)
• Intake form submissions and their matching status
• Your Gensolve API credentials (encrypted at rest)
• Your email branding settings (logo, colours, social links, cancellation policy)
• Your clinic details (name, phone, email)

What is not stored

GenNotify does not store:

• Full clinical notes or medical records
• Patient payment or billing information
• Your Gensolve data beyond what is needed for appointment matching

Data export

You can export all your notification history as a CSV file from Settings → Account → Export data. This includes all confirmations, reminders, and intake submissions.

Account deletion

You can permanently delete your clinic account and all associated data from Settings → Account → Delete account. This removes all records, credentials, and branding. This action is irreversible.

Trial & billing

GenNotify includes a 14-day free trial so you can set up your clinic and see the system in action before committing to a subscription.

Free trial

Your trial starts automatically when you create your account. During the 14-day trial, all features are available with no restrictions. No credit card is required to start. You can set up your Gensolve connection, configure email branding, and see confirmations and reminders in action before deciding to subscribe.

Subscribing

Before your trial ends, you will be prompted to subscribe. GenNotify uses Stripe for secure payment processing. You can enter your payment details and subscribe at any time during or after the trial. Once subscribed, notifications continue uninterrupted.

Grace period

If your trial expires without subscribing, there is a short grace period during which you can still access the dashboard and subscribe. Notifications (confirmations, reminders, and intake processing) will be paused during this time but will resume automatically once you subscribe.

Managing your subscription

You can manage your subscription via the Stripe customer portal. From there you can:

• Update your payment method
• Download invoices and receipts
• Cancel your subscription
• View your billing history

Access the Stripe portal from your account settings or the billing prompt in the app.

Troubleshooting & FAQ

Common questions and how to resolve them.