Branding & patient emails

Set your clinic details, customize the emails patients receive, and know which address they send from.

Your brand and your patient emails are what make the portal feel like your clinic rather than generic software. Here's where each piece lives.

Your brand

Your logo and brand colors are captured when you first set up your account and carry automatically through your patient portal and every email. To change your logo or colors after onboarding, contact support@hlpatientportal.com — we'll update them for you.

Your public clinic details are editable any time under Settings → General → Clinic details:

• Clinic name
• Support email
• Support phone

These appear in your patient app and on your emails, so keep them current.

Patient email templates

The emails your patients receive are fully editable on the Marketing page under the Email templates tab. You'll see a list of every automated email, including:

• Welcome email
• Order confirmation, approved, shipped, and delivered
• Password reset
• Injection reminder
• Retargeting (abandoned signup)
• Intake form
• New order (your own admin notification)

For each one you can:

• Toggle it Enabled on or off.
• Edit the Subject and Body. The body supports HTML and merge variables that fill in per patient — for example {{firstName}}, {{orderNumber}}, and {{trackingUrl}}.
• Save template to publish your changes.

Made a mess? Reset all to defaults restores every template (this wipes your customizations, so use it deliberately).

Which address emails send from

On the standard setup, patient emails are sent from the platform's verified sending address, with your clinic's name and branding applied, and replies can be routed to your support email. This keeps deliverability high without you managing mail servers. (Clinics that need email to send from their own domain address can do so by bringing their own SMTP — contact support if that's a requirement.)

Test your email

Before relying on it, send yourself a test: Settings → General → Email, enter your address, and click Send test. If it doesn't arrive, check spam first, then reach out to support.

Tips

• Personalize the Welcome email — it's the first thing a new patient reads.
• Keep Subject lines short and specific; they drive whether emails get opened.
• Leave the transactional emails (order confirmation, shipped, delivered) Enabled — patients expect them, and they cut down on "where's my order?" messages.