DocMail Best Practices for Large Accounts (5+ Recruiters)

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.
• If you are an Admin on the account, you have the ability to 'turn off' DocMail sendings for recruiters. 
  • Example: If your account has 10 recruiters but only 5 are allowed to send DocMails, you can uncheck the “DocMail Sender” option to disable DocMail access for the other recruiters.

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.

Suggested Send Schedule

1st of the Month - Initial Allocation

• Divide the total DocMail balance among 10 seat holders based on the agreed team allocation.

• Seat holders have 3 days (1st–3rd) to send their allotted DocMails.

Examples:

• 0 rollover credits / first month sending
  → Balance divided evenly = 50 DocMails per seat holder

• 100 rollover credits
  → Balance divided evenly = 80 DocMails per seat holder

4th–13th of the Month – Open Sending Window

• Any remaining DocMails after the initial 3-day period are available to all users.

• Sending is first come, first serve.

14th of the Month – Mid-Month Reallocation

• Recalculate the total DocMail balance.

• Divide the balance again among 10 seat holders based on team allocation.

• Seat holders have 3 days (14th–16th) to send their allotment.

The 14th is recommended because it accounts for:

• The initial 3-day sending window at the start of the month, and

• The 10-day ClickThru Guarantee period, allowing unclicked credits to be returned to the account.

Example:

• 300 CTG credits are returned (not clicked within 10 days and eligible for compensation)
  → Divided evenly = 30 DocMails per seat holder

17th–Last Day of the Month – Open Sending Window

• Any remaining DocMails after the mid-month 3-day period are available for anyone to send.

• Sending is first come, first serve.

1st of the New Month – Cycle Resets

• Begin the process again by dividing the total DocMail balance among the 10 seat holders.

• Provide 3 days for seat holders to send their new allotment.