For clinics and practices
Patient emails, warm and exact, with nothing connected
Appointment changes, referral letters, results queries and anxious follow-ups arrive all day. The tone has to stay warm and precise every single time. Patient correspondence is among the most sensitive mail there is. ReciteMail drafts the reply in your practice's voice and never sees the mailbox it came from.
The daily reality
The inbox behind the front desk
Reception answers the same kinds of email every day. Each one lands differently for the person who sent it. The writing has to carry care at volume, which is exactly where tired typing fails first.
The reschedule that cannot sound curt
A clinic running late, a cancelled slot, a waiting list opening. The facts take one line. The tone is what the patient remembers. Drafts arrive warm by default, with the details exactly as you gave them.
The anxious follow-up
Someone waiting on results or worried after a procedure writes a long email at midnight. The reply needs empathy, boundaries about what email can and cannot address and an invitation to call. That balance is hard to type fresh twenty times a week. It is exactly what a learned voice keeps steady.
The referral and the chase
Referral letters out, reports chased from consultants, insurers asked for the same form again. The professional side of the inbox needs a firmer register than the patient side. ReciteMail keeps the two apart so neither tone leaks into the other.
Why the design matters here
Why a clinic cannot just connect an email assistant
Connected assistants read the whole mailbox to sort and draft. A practice mailbox holds patient histories nobody consented to share with a software vendor. ReciteMail was built the other way around: no connection exists. The only text it ever processes is the single message you put in front of it.
Consent stays simple. Because there is no standing access to patient correspondence, there is no data flow to map, no processor relationship over the mailbox and nothing for a patient to be asked about. Messages you import stay encrypted on the practice machine and are never used for training.
The same three steps every time
From their email to your reply in under a minute
1. Bring in one message
Paste the patient's email in or snip it from the screen. That one message is all the system ever sees, never the inbox around it.
2. Read the draft
It arrives in the practice's voice, warm and precise, with your sign-off attached and clinical details left exactly as you wrote them.
3. Send it yourself
Copy into your own email client and press send. Nothing can send on its own, because nothing is connected to anything.
What we claim and what we do not. ReciteMail does not hold SOC 2, ISO 27001 or HIPAA certification and does not claim to. What it offers is an architecture where sensitive mail never reaches us in the first place: no mailbox connection, an encrypted database on your own computer and message content that is never stored on our servers or used for training. If your organisation requires formal certification, we would rather tell you now. The full detail is on the security page.
Questions
Common questions
Does ReciteMail access our practice mailbox or patient system?
No. It never connects to your mailbox, your practice management system or anything else. You bring in one message at a time by pasting or snipping it. There is no integration, no sign-in and no standing access to revoke.
Is ReciteMail HIPAA certified or medically certified?
ReciteMail does not hold HIPAA, SOC 2 or ISO 27001 certification and does not claim to. Its offer is architectural: patient mail never reaches our servers because no connection exists, imported messages stay encrypted on your own computer and message content is never stored by us or used for training. If your organisation requires formal certification, we would rather tell you plainly now. The full detail is on the security page.
What happens to a patient email I bring in?
It is stored in an encrypted database on the practice computer, never on our servers. When you draft, only that single message and your instructions travel over a secure connection to produce the reply. Nothing is retained by us and nothing trains any model.
Can it keep the patient tone and the professional tone separate?
Yes, that is built in. Patient-facing replies draw on the warm register it learned from your sent mail, while letters to consultants, labs and insurers use the firmer professional one. Each audience keeps its own templates and its own banned words.
Our reception team is three people. Does that work?
Yes. The Teams plan covers three or more people with shared templates and one consistent practice voice on one invoice. Whoever replies, the email reads like the same clinic.
Does it ever send anything to a patient by itself?
Never. ReciteMail cannot send email because it is not connected to any mailbox. Every reply is read by a person, pasted into your own email and sent by you. That is a design decision rather than a setting.
Try it on a week of front-desk email
Import a few sent replies so it learns the practice's tone, then draft the reschedules and follow-ups in minutes. Free for 7 days, no credit card and nothing to connect.
Start your free trial€29.99 a month or €299 a year after the free week. Windows 10 and 11. Reads and replies in 60+ languages.