Before launching patient communications or Campaigns in Practice by Numbers (PbN), you’ll need to review and configure your Communication Settings. These settings ensure that all messages, emails, and automated replies are properly branded, compliant, and aligned with your practice’s preferences.
How to Access Communication Settings
Click the Main Menu icon on the right-hand navigation bar.
Select New Settings.
From the left panel, choose Communication Settings.
All communication-related configurations are organized here for your convenience.
Communication Settings Overview
The Communication Settings page contains several sections. Each one is important to review before beginning any patient communications or launching campaigns.
General
In the General tab, fill in your practice’s core information:
Practice Name
Practice Address
Practice Website
Practice Phone Number
Reply-to Address
Email From Name
Online Scheduling Link
This information is automatically included in outgoing messages and emails, ensuring your communications remain consistent and professional.
When finished, click Save Settings.
Image
Upload your practice’s logo and/or banner image here.
Guidelines:
After uploading, you can crop or resize the logo area.
You can choose between a square and a rectangular image ratio.
If you use a rectangular logo, a separate banner image cannot be used.
Tip: Keep your logo clear and sized appropriately—it appears on patient emails and forms.
Social
Add links to your practice’s social media profiles:
Google
Yelp
Facebook
Instagram
Twitter
LinkedIn
These links help patients connect with your practice and improve online visibility. These will appear at the footer of your emails.
Languages
Enable additional language options for patient communications.
Available options include:
English (default)
Spanish
French
Toggle the switch next to a language to activate it.
Example: Enable Spanish to send forms and templates in Spanish automatically for applicable patients.
PMS Override
The PMS Override tab controls whether PbN should send messages even when the PMS (Practice Management System) marks communication preferences as “No.”
You can customize overrides for:
Appointment Reminders
Birthdays & Holidays
Payment Follow-up
Review Requests
Recalls & Continuing Care
Specials and Promotions
Overrides can be set separately for Email and SMS.
Example: Check “Appointment Reminders” under SMS to ensure reminders are sent even if the PMS shows “No.”
Black-out Period
Set time windows to pause automated text messages outside business hours.
You can configure:
Start Time and End Time for Monday–Friday, Saturday, and Sunday.
Option to not send messages on specific days.
Ensure to start the window at the close of your day and begin the messages again at the start of the day.
Note: These settings apply only to SMS messages. Emails will still send outside of blackout periods.
7emplates
Customize system-generated messages for patient opt-outs and resubscriptions.
Default templates include:
Opt Out Pause First Reply – when a patient first requests to pause messages
Opt Out All Campaigns Reply – when a patient requests to stop all campaigns
Resubscribe Campaigns Reply – when a patient messages “RESUME” to rejoin campaigns
Each template can be previewed, tested, or edited.