Understanding Tokens in Core Practice

Overview

Tokens are placeholders that automatically pull information into your templates. They are commonly used in email templates, SMS templates, and letterheads to insert details such as patient information, appointment details, or provider information without needing to type them manually.

Using tokens help ensure your communications are accurate, consistent, and efficient.

How Tokens Work

Tokens populate dynamically based on the context in which template is used.

For example:

• If a template is used for an appointment, tokens can pull appointment details such as date and time.
• If a template is used for a patient, tokens can pull patient-specific information such as name or contact details.

If the required information is not available in the system, the token will appear blank when the template is used.

Token Categories

Below are the main token categories currently available in Core Practice.

Patient Tokens

Patient Tokens are used to display information from the patient profile in your templates automatically. These are commonly used to personalize communications such as appointment confirmations, reminders, and general correspondence.

Below are available tokens and how they are typically used:

• Title – displays the patient’s title (e.g. Mr, Mrs, Ms).
• First Name – displays the patient's first name.
• Last Name – displays the patient’s last name.
• Date of Birth – display the patient’s date of birth.
• Email – displays the patient’s email address.
• Mobile – displays the patient’s mobile number.
• Home Phone – displays the patient’s home phone number.
• Work Phone – displays the patient’s work phone number.
• Address – displays the patient’s full address.
• Suburb – displays the patient's suburb.
• State – displays the patient's state.
• Postcode – displays the patient's postcode.
• Media Image – displays the patient's stored image (if available).

Provider Tokens

Provider tokens are used to automatically display provider and clinic-related information in your letterhead. These tokens pull details from the provider profile and location settings in Core Practice.

Below are the available tokens and how they are typically used:

• Provider Title – displays the provider’s title.
• Provider First Name – displays the provider’s first name.
• Provider Last Name – displays the provider’s last name.
• Provider Number - displays the provider’s number.
• Provider GTS Number - displays the provider’s GTS number.
• Location Details – displays the name of the clinic or practice location.
• Location Address – displays the fill address of the location.
• Location Suburb – displays the suburb of the clinic.
• Location State - displays the state.
• Location Postcode – displays the postcode.
• Location Contact – displays the clinic’s contact number.
• Location Review URL – displays the link for patient reviews.
• Location Logo – displays the logo assigned toto the specific location.
• Practice Logo – displays the main practice logo.

Appointment Tokens

Appointment tokens are used to automatically display information related to a specific booking. These are commonly used in appointment confirmations, reminders, and update notifications.

Note: Appointment tokens will only populate when the template is used in an appointment-related context.

Below are the available tokens and how they are typically used:

• Calendar Name – displays the name of the provider where the appointment is scheduled.
• Start Short Date – displays the appointment start date in a short format (DD/MON/YYYY).
• End Long Date – displays the appointment end date in a full (long) format (DD MON/DD/YYYY).
• Start Time – displays the appointment start time.
• End Time - displays the appointment end time.

Misc Tokens

Misc tokens are used to display general system-generated information. Unlike other token categories, these are not tied to a patient, provider, or appointment. Instead, they typically reflect system values such as the date and time the communication is sent.

Below are the available tokens and how they are typically used:

• Short Date – display the date the email or message is sent in a short format (DD/MON/YYYY).
• Long Date – display the date the email or message is sent in a full (long) format (DD MON/DD/YYYY).
• Time – displays the time the email or message is sent.
• Form Token – used in form-related communications to reference form information.
• Online Appointment Confirm Token – used in online booking workflows to confirm appointments.
• Order Sheet Taken – Used when referencing order sheet information within the templates.

Important Notes

• Tokens will only populate if the relevant data exists in the system.
• Some tokens require the correct context (for example, appointment tokens)
• Not all tokens are available in every template type.
• If a token does not populate, it will appear blank in the final output.

Best Practices

• Always test your templates before using them.
• Add spacing between tokens to ensure proper formatting.
• Avoid relying on tokens that may not always have data available.
• Use tokens consistently to maintain a professional and standardised format.