Emailgistics for Healthcare & Biotech
Every patient email owned
Appointments, referrals and billing questions land in shared mailboxes. Emailgistics gives every email one owner, covers staff who are away and alerts managers when a request waits too long, inside Outlook.
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10,000+
people use Emailgistics
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400+
organizations rely on it
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4.7/5
rating on G2
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< 1 hour
to go live, no migration
How do healthcare teams manage shared mailboxes?
Patient requests, referrals and billing questions get lost between front desk, clinical and billing staff, and every delay reaches a patient. Emailgistics assigns each email automatically, alerts managers when a request waits too long and reports on reply times. It is HIPAA compliant, and patient email never leaves your Microsoft 365 tenant.
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Patients
Patient requests each get one owner on arrival
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Referrals
Referrals are tagged and assigned automatically
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Coverage
Backups cover email when staff are away
Make sure no patient request waits too long
Patients and referring providers expect a timely reply. Emailgistics alerts managers when a request waits too long:
- Response time targets for each mailbox
- Email alerts to the managers you choose
- Shorter limits for urgent or clinical email
Hand off a patient’s request without losing the thread
Scheduling, billing and clinical staff often share one request. Conversation history shows what was done on each email, and when:
- Internal notes that patients never see
- Reassign in a click, with the history attached
- Follow-ups go back to the person who handled it
Stay HIPAA compliant inside Microsoft 365
Emailgistics is HIPAA compliant and works on the shared mailboxes you already have, so patient email stays in your tenant:
- HIPAA compliant and SOC 2 Type II certified
- Email stays in Exchange Online, with no migration
- Every admin action recorded in an audit log
Live in under an hour, with no migration
- 1 Connect your mailboxes
- 2 IT grants consent
- 3 Deploy the Outlook add-in
Plans from $11 per user per month, billed annually. Try it free for 14 days, no credit card.
Teams that run on Emailgistics
Real results from Emailgistics customers, in their own words.
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99%
of dealer emails answered within SLA, averaging about 3 hours
Read the case study“Our response time floats around the 3-hour mark, which is amazing and well-exceeds our 48-hour turnaround goals.”
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64%
faster first replies in 13 weeks, from 13 hours to under 5
Read the case study“I like the auto routing because it takes away that decision fatigue … It just puts it in your mailbox.”
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95%
faster responses, from over 48 hours to 2, on 700 emails a day
Read the case study“You can see exactly where an email went, who did what with it, and use those insights to train somebody.”
Rated 4.7/5 on G2
Emailgistics vs. a shared mailbox alone or a help desk
A shared mailbox alone has no owners or alerts. A help desk has both, but moves patient email into a separate system. Emailgistics adds them inside Microsoft 365.
| Feature |  Inside Outlook | Outlook on its own | Help desk |
|---|---|---|---|
| Email stays in Microsoft 365 | Separate system | ||
| One owner per email | Anyone can reply | ||
| Backups when staff are away | |||
| Response time alerts | |||
| Staff keep working in Outlook | New app to learn |
Features healthcare teams use most
Everything your team needs to answer patients and providers on time.
Automatic assignment
Assign referrals, scheduling and billing email to the right person as it arrives.
Schedules and backups
Assign only to staff on shift, with a named backup for anyone away.
SLA and tag alerts
Alert managers when a patient or urgent email waits too long.
Conversation history
See every assignment, note and reply on a request, with times.
Shared templates
Approved replies for scheduling, directions and billing questions.
AI summaries and replies
For non-patient email by default. See AI security for HIPAA options.
Clinics, labs and biotech teams answer patients, providers and partners from Outlook shared mailboxes. Emailgistics gives every email one owner, assigns referrals and billing automatically, and alerts managers when a request waits too long, without leaving Outlook.
Yes. Emailgistics is HIPAA compliant and SOC 2 Type II certified. It works on the shared mailboxes in your Microsoft 365 tenant, and email stays in Exchange Online.
Not by default. In our standard configuration, neither AI suggested replies nor AI summaries should be used with patient health information. Enterprise customers can arrange HIPAA and PCI-DSS support for AI summaries, but suggested replies should still be kept away from patient data.
Emailgistics only assigns email to people who are on shift. A named backup takes new email for anyone who is away, so referrals and patient requests never sit in an empty inbox.
Yes. Rules match email by sender, subject or keyword, then assign it, tag it and choose who gets it, such as the imaging or billing team.
Not for email. A help desk copies email into a separate system. Emailgistics adds ownership, alerts and reporting to the shared mailboxes you already use, inside Microsoft 365.
Most teams are live in under an hour, with no migration. Book a demo, then try Emailgistics free for 14 days on your own shared mailboxes. No credit card required.
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