Can I allocate a certain number of DocMails to specific users?
- Doximity Talent Finder DocMails are structured in a pooled/ "bucket" system. This means there are no quota stops in place for individual seat holders/offices/regions/etc. If your team DocMails are at a 0 balance, the team cannot exceed the overall team balance; however, individualized quota stops cannot be put in place.
- Added Benefit to You: Many of our clients have found this pooled style increases DocMail usage overall by allowing flexibility for collaborative utilization based on specialty/department/location specific needs or if a single seat holder is OOO, sick, or working on other recruitment efforts.
What is the ClickThru Guarantee?
- The ClickThru Guarantee (CTG) is a benefit Talent Finder offers when sending DocMails. The policy stipulates that if a DocMail (with an estimated compensation included in the designated compensation field located in the job template) is sent and not read/clicked thru by the receiving clinician within 10 days it is credited back to your account to use again once the 10th day passes. Including an estimated compensation range is required for DocMails to be eligible for the CTG, but is not required to send DocMails or create Jobs.
- Added Benefit to You: The CTG is a way for your team to go above and beyond your monthly allocated DocMails, providing you additional value, by taking advantage and re-sending messages credited back throughout credit period.
- Why: One of the primary things physicians consistently ask for when considering career opportunities is a compensation range. We see that including the range up front increases engagement rates and time saved by helping your team connect with appropriate clinicians for the opportunity offered.
- Example: 10 DocMails are sent on January 1 with a compensation range included on the attached Job. 6 of those 10 DocMails are “clicked through” (meaning the message is read and the physician clicks on a button that says “view job details” within the DocMail) within 10 days, and the remaining 4 DocMails are not viewed or clicked through. 4 DocMails will be added back into the team’s available DocMails pool on January 11, allowing them to be sent again. The rollover and CTG crediting occurs on a rolling basis based on whenever DocMails are sent.
Can I accumulate DocMails month over month or are they lost each month if we don’t send them?
- Unused DocMails are not “lost” or removed from the account if they are not used. Instead, they rollover month over month but cap out at 2x your monthly allotment.
- Example: Your team has a monthly allocation of 500 DocMails/month. Your credit period is set for the 1st of every month. On January 1, your team is allocated 500 DocMails to use throughout the month of January. At the end of the month, the team still has a balance of 100 DocMails remaining. On February 1, 500 additional monthly credits will be added + the 100 rolled over from the previous month giving the team 600 DocMails to begin February with. The cap on your account in this example would be 1,000 (2x the monthly allotment) so credits in your bank for sending may not roll over to exceed that.
DocMail Suggested Sending Schedule
Considering the ClickThru Guarantee and balancing multiple users, many of our enterprise level clients are curious how best to take advantage of their monthly DocMail credits. Over time we’ve developed the example sending schedule below to help your team stay organized, share DocMails effectively, and maximize your overall utilization.
- Credit Period Start Date: 1st of month
- DocMail Allocation: 500 DocMails/month
- # of Doximity Seat Holders: 10
- Send Schedule:
- 1st of Month: Divide total DocMail balance between 10 seat holders based on decided team allocation. Provide 3 days for seat holders to send their allotment.
- Example: 0 rollover credits/first month sending; in this instance divided evenly = 50 DocMails to send/seat holder.
- Example: 100 rollover credits = 80 DocMails to send/seat holder - 4th of Month - 13th of Month: Any remaining DocMails in account after the initial 3 day period are available for anyone to send - first come, first serve.
- 14th of Month: Divide total DocMail balance between 10 seat holders based on decided team allocation. Provide 3 days for seat holders to send their allotment. We suggest the 14th day to evenly divide the balance again because this accommodates for the first 3 days of sending at the start of the credit period + the 10 day window required for the ClickThru Guarantee credits to be credited back to the account.
- Example: 300 ClickThru Guarantee credits are added back to the account because they were not clicked through within 10 days and included a compensation range. In this instance, divided evenly = 30 DocMails to send/seat holder - 17th of Month - Last Day of Month: Any remaining DocMails in account after the initial 3 day period are available for anyone to send - first come, first serve.
- 1st of New Month: Divide total DocMail balance between 10 seat holders based on decided team allocation. Provide 3 days for seat holders to send their allotment.