What a build includes

Professional email on your own domain

A practice that emails a prescriber from a free address is saying something about itself that it did not mean to say.

Many practices we meet are running on a free address, or on one their old web company set up and still controls. The address does not match the sign on the door, the person who created it has left, and the refill requests are sitting in one staff member's personal inbox. We set up Google Workspace or Microsoft 365 on the domain you already own, so every address reads like the practice, and the account belongs to the practice rather than to whoever registered it.

The part that stops many practices is the part nobody sees. Mail arrives, and lands in an inbox rather than a junk folder, only when the domain records are right: MX for routing, then SPF, DKIM and DMARC so a receiving server can tell your mail from someone forging your domain. That last one matters more in health care than in most trades, because a domain anyone can forge is a domain that can be used to phish your patients. We set those records, test them, and hand you a written record of what was set and why.

The same account carries the shared drive, the practice calendar and video calls, which is what makes it a workspace rather than an address. Under Care it is administered: a mailbox opened when someone is hired, access removed the day someone leaves with their mail preserved, multi factor authentication on every account, and the domain records checked again at the quarterly review.

One thing we will not tell you is that any of this makes email a safe place for personal health information. It does not. Both platforms can be configured well, and both offer Canadian data residency on some plans, but plain email remains the wrong channel for clinical detail, and what decides that is your College and your provincial privacy law rather than a vendor's product page. Clinical intake goes to your own system. We set the email up properly and tell you where the line sits.

What you get

• Google Workspace or Microsoft 365, chosen against what your practice already runs
• Your domain verified, with MX, SPF, DKIM and DMARC set, tested and written down
• A named mailbox for each person, in one consistent format across the practice
• Shared addresses such as info, refills, accounts and privacy, which do not each need a paid licence
• Existing mail migrated off the old provider, so nothing is left on an account you do not control
• Multi factor authentication on every account, with an administrator account kept separate from daily use
• Signatures written to what your College permits you to call yourself
• Set up on the phones and computers your staff already use

What it does not do

• It does not make email a safe channel for personal health information. Clinical detail goes to your own system.
• The monthly price bundles the licence with administration and support on one invoice. If you would rather hold the licences in your own account and pay us only to administer them, say so and we will price it that way.
• We are not your privacy officer, and this is not a records retention policy. We will say when you need one.
• We do not read your practice's mail. Administration means accounts, records and access, not correspondence.

Where it sits. $500 to set up, then from $20 per mailbox per month including the licence and the administration. Quoted at proposal against the number of people and whether mail has to be migrated. See the three build tiers.

Related: Care, the monthly plan, What the compliance review covers.