Documentation Index
Fetch the complete documentation index at: https://docs.decodahealth.com/llms.txt
Use this file to discover all available pages before exploring further.
Prerequisite: Notification preferences are per-user and depend on role permissions. Ensure your account has the appropriate role assigned in Users & Roles before configuring alerts.
Notification Delivery Methods
Each alert can be delivered through one or more of the following channels:- In-App: Appears in the notification bell inside Decoda. Always available to all users.
- Email: Sent to the email address registered on your user account.
- SMS: Sent as a text message to the phone number on your user account.
Configure Your Notification Preferences
Open Notification Settings
Click the Settings gear icon in the main navigation and select Notifications.
Browse Alert Categories
Alerts are organized into categories (e.g., Patient, Appointment, Billing). Expand a category to see all available alert types.
Toggle Delivery Methods
For each alert type, toggle In-App, Email, and/or SMS on or off depending on how you want to be notified.
Alert Categories
Patient Alerts
| Alert | When It Fires |
|---|---|
| Patient Created | A new patient record is added |
| Patient Updated | An existing patient’s information is modified |
| Low Patient Review | A patient leaves a low satisfaction review |
Appointment & Schedule Alerts
| Alert | When It Fires |
|---|---|
| Appointment Scheduled | A new appointment is booked by staff |
| Appointment Updated | An existing appointment is modified |
| Appointment Cancelled | An appointment is cancelled |
| Appointment Request | A patient submits a booking request requiring approval |
| Self-Scheduled Appointment | A patient books their own appointment online |
| Self-Scheduled Appointment Updated | A patient modifies their self-booked appointment |
| Self-Scheduled Appointment Cancelled | A patient cancels their self-booked appointment |
| Block Created | A calendar block (e.g., lunch, meeting) is added |
| Block Updated | A calendar block is modified |
| Block Cancelled | A calendar block is removed |
| Shift Created | A provider shift is added to the schedule |
| Shift Updated | A provider shift is modified |
| Shift Cancelled | A provider shift is removed |
| Appointment Checklist Updated | A checklist item is marked complete for an appointment |
Payment & Billing Alerts
| Alert | When It Fires |
|---|---|
| Payment Created | A new payment is initiated |
| Payment Succeeded | A payment is successfully processed |
| Payment Failed | A payment attempt fails |
| Planned Payment Succeeded | A scheduled or recurring payment processes successfully |
| Planned Payment Failed | A scheduled or recurring payment fails |
| Charge Created | A new charge is added to a patient’s account |
| Refund Created | A refund is initiated |
| Refund Succeeded | A refund processes successfully |
| Refund Failed | A refund attempt fails |
| Adjustment Created | A billing adjustment is applied |
| Adjustment Succeeded | A billing adjustment processes successfully |
| Adjustment Failed | A billing adjustment fails |
| Invoice Updated | An invoice is modified |
| Invoice Status Updated | An invoice changes status (e.g., sent, paid, overdue) |
| Invoice Set Updated | A batch of invoices is updated |
| Deposit In Review | A bank deposit is under review |
| Deposit Succeeded | A bank deposit clears successfully |
| Deposit Failed | A bank deposit fails |
| Chargeback Action Required | A chargeback requires your response |
| Chargeback Updated | A chargeback status is updated |
| Chargeback Won | A chargeback dispute is decided in your favor |
| Chargeback Lost | A chargeback dispute is decided against you |
Communication Alerts
| Alert | When It Fires |
|---|---|
| Message Received | An incoming text message arrives |
| Message Sent | An outbound text message is sent |
| Message Delivered | A text message is confirmed delivered |
| Message Failed | A text message fails to send |
| Call Received | An incoming phone call is answered by the AI assistant |
| Call Answered | An incoming phone call is answered by a staff member |
| Call Made | An outbound call is placed |
| Email Received | A new email arrives (not a reply to an existing thread) |
| Email Reply Received | A reply arrives on an existing email thread |
| Email Sent | A custom email is composed and sent by a provider |
| Invoice Email Sent | An invoice email is sent to a patient |
| Mail Sent | A physical mail piece is dispatched |
| Mail Delivery Failed | A physical mail delivery fails |
| Notification | An AI system creates a notification for an important event (e.g., during an AI call) |
Email prerequisite: The four email alerts (Email Received, Email Reply Received, Email Sent, Invoice Email Sent) require a configured email domain for your clinic. If your clinic has not set up an email domain, these alerts are disabled in the preferences UI.
Form Alerts
| Alert | When It Fires |
|---|---|
| Form Submitted | A patient completes and submits a form or questionnaire |
Task Alerts
| Alert | When It Fires |
|---|---|
| Task Assigned | You are assigned to a task |
| Task Comment | Someone comments on a task you are subscribed to |
| Task Completed | A task you are subscribed to is marked complete |
| Task Updated | The status, priority, or due date of a task you are subscribed to changes |
Inventory Alerts
| Alert | When It Fires |
|---|---|
| Stock Low | Inventory level drops below the minimum threshold |
| Stock Added | New stock is added to inventory |
| Stock Updated | Stock details are modified |
| Stock Drawdown | Stock is fully consumed for a service |
| Stock Partial Drawdown | A portion of stock is consumed |
| Stock Archived | A stock item is archived |
| Stock Linked to Item | Stock is associated with a service or product |
| Stock Unlinked from Item | Stock association is removed |
| Shipment Received | An inventory shipment arrives |
| Shipment Updated | Shipment details are modified |
| Shipment Archived | A shipment record is archived |
| Item Created | A new inventory item is added |
| Item Updated | An inventory item is modified |
| Item Archived | An inventory item is archived |
| Supplier Linked | A supplier is associated with stock |
| Supplier Unlinked | A supplier association is removed |
| Supplier Updated | Supplier-stock relationship details change |
| Purchase Order Created | A new PO is drafted |
| Purchase Order Placed | A PO is submitted to the supplier |
| Purchase Order Cancelled | A PO is cancelled |
| Purchase Order Completed | A PO is fully received |
| Purchase Order Archived | A PO is archived |
| Inventory Action | An inventory-related action is performed |
Global Controls
You do not need to configure each alert individually. The Global Controls section at the top of the Notifications page lets you manage every subscription at once:- All In-App / All Email / All SMS: Each delivery channel has its own master switch. Toggle one to enable or disable every alert across all categories for just that channel. A progress bar shows how many alerts are currently subscribed for each channel.
- All Notifications: A single master switch that turns every alert on or off across every channel at once.
Appointment Notification Scope
By default, you only receive appointment-related notifications for appointments where you are an attendee (e.g., the assigned provider). If your role requires visibility into all appointment activity — for example, front desk or office managers — you can turn this filter off.- Go to Settings > Notifications.
- Find the Appointment Notification Scope section.
- Toggle Only My Appointments off to receive notifications for all appointment activity, or on to limit notifications to appointments you are attending.
Team Notification Defaults
Admins can configure default notification preferences at the team level. When a new member is added to a team, their notification preferences can be set up automatically based on the team’s defaults — so they don’t start from zero.Set Up Defaults for a Team
- Go to Settings > Teams and create or edit a team.
- Expand the Notification Defaults section at the bottom of the form.
- Toggle the alert types and delivery methods you want as defaults for this team.
- Optionally, configure the Appointment Notification Scope to set whether new members receive all appointment notifications or only their own.
- Save the team.
Apply Defaults When Adding Members
When adding someone to a team — whether through the team editor, the invite form, or the user editor — a checkbox labeled Apply team notification defaults appears if the team has defaults configured. Check it to copy the team’s defaults onto the new member.- Defaults are merged with any existing preferences the member already has. Their current preferences are not removed.
- If a member belongs to multiple teams and defaults are applied from each, preferences from all teams are combined.
- After defaults are applied, the member can freely change their own preferences at any time.
Location Filtering
Some alerts support location-based filtering so you only receive notifications for events at specific clinics:- When enabled, alerts are limited to events at your assigned location(s).
- This is useful for multi-location organizations where staff only need to see their own clinic’s activity.
Notification Sounds
You can choose a sound that plays when new in-app notifications arrive. This setting is found on the Notifications settings page under Notification Sound. Available sounds: None (silent), Pop, Droplet, Gentle, Aurora, Cosmic. Click any option to preview it and select it. Your choice is saved to your user profile, so the same sound plays on any device you sign in to.If sound doesn’t play
Most browsers block audio until you click somewhere on the page. If your sound is set but hasn’t been unlocked yet, a yellow alert appears under the sound picker reading Sound is blocked until you interact with the page, with an Enable sound button. Click it once to unblock — the browser will then allow notification sounds for the rest of your session. If your browser can’t play audio at all, the alert instead reads Your browser doesn’t support notification sounds and no button appears.Ringtone
Choose a ringtone that plays when an incoming call arrives in Decoda. This setting is found on the Notifications settings page under Ringtone. Available ringtones: None (silent), Chime, Pulse, Melody, Ripple, Beacon. Click any option to preview it and select it.Patient Status Alerts
If your clinic uses Patient Status tracking on the calendar, you can enable toast notifications when a patient has been waiting too long at a checklist step.- Go to Settings > Notifications.
- Find the Patient Status Alerts section.
- Toggle Overdue Patient Alerts on to be notified when patients are waiting too long, or off to disable these alerts.
Advanced Configuration
Permission-Based Alert Visibility
Permission-Based Alert Visibility
Users only see alert types that match their role permissions. For example, a front desk user without billing access will not see payment alerts in their notification settings. If an alert type you expect to see is missing, check that your role has the relevant module permissions in Users & Roles.
Auto-Mark as Read
Auto-Mark as Read
Control when notifications are automatically marked as read. The Notifications settings page has an Auto-Mark as Read section with three options:
- Manual Only: Notifications stay unread until you explicitly mark them as read.
- On Action: Notifications are marked as read when you click a notification’s action button.
- On Open: Notifications are marked as read automatically when you open the notification panel.
Mark All as Read
Mark All as Read
To clear the notification badge, click the notification bell icon and select Mark All as Read. This dismisses the unread count for all current notifications without deleting them.
Troubleshooting Missing Alerts
Troubleshooting Missing Alerts
If you are not receiving expected alerts, check the following:
- Permissions: Your role may not have access to the module that generates the alert. See Users & Roles.
- Deactivated preferences: The alert type or delivery method may be toggled off in your notification settings.
- Location filter: If location filtering is enabled, events at other locations will be excluded.
- SMS/Email delivery: Verify that your phone number and email address are correct on your user profile. SMS and email delivery depend on valid contact information.