Send Holiday/Christmas Greetings to Patients via D4W Marketing

Towards the end of each year, an SMS/E-mail/Letter can be sent to patients wishing them a safe and happy holiday period. The following instructions are for those using D4W Marketing only. Click here for instructions on how to do this without D4W Marketing.

Patients will only receive communication based on their Send To preferences, if sending via e-mail and they do not have this selected, they will not receive it. It is advised to use multiple communication channels where possible.

Create a Holiday Greeting Query Template

As Holiday Greetings are sent every year, its best to create a User-Defined Query which will save the settings for the next time its to be used. To update an existing User-Defined Query filter, click here. 

1. Go to Debtors and Marketing > Queries tab

2. Queries menu > Create User-Defined Query

   1. Name: Enter the name of the query, e.g. Holiday Greeting

   2. Click Change Using Simple Query Wizard                                                               

      1. Colum: Last Visit 

      2. Operator: > Than or Equal To

      3. Value: Enter the first date to include patients from, e.g. 01/01/2019

      4. Click OK                                                                                                           

   3. Click Exit                                                                                                                              

Create Holiday Greeting SMS Template (optional)

Print and e-mail content is found within the D4W Marketing portal, however, if wishing to also send greetings via SMS, set up the SMS template first. 

1. Go to Mail Merge Setup tab 

2. Mail Merge Category: Queries

3. Select the new query, e.g. Holiday Greeting

4. SMS Template: If wishing to send via SMS as well, click Edit to create the template                         

Create the Batch

1. Go to Debtors and Marketing > Queries tab

2. Type: Select the query created for Holiday Greetings

3. Batch Name: Enter the name of the batch, e.g. 2019 Greetings

4. Provider: Select a Provider or All Providers

5. Exclude the following categories: Ensure all patient categories to be excluded are selected

6. Excl. patients not seen in: Leave blank

7. ... and mailed this letter within: Leave blank

8. ... and have appts over next: It's not recommended to exclude upcoming appointed patients

9. Period: This refers to the patients First Seen Date, enter the furthest date to include all patients, e.g. 01/01/1990

10. Click Retrieve                                                                                                                                        

11. Highlight: All Rows, or manually select those to include

12. Click Create Batch                                                                                                                   

13. Print/Send

    1.  Select Recall Letters > Click Send                                                                                   

    2. Click Send SMS if wishing to send to patients set to receive via SMS

    3. Click Export Patients                                                                                                             

       1. Save the file as CSV to the computer                                         

    4. Select Go To menu > D4W Marketing to open the portal and send the greeting               

Send via D4W Marketing Portal

1. Go to Product Gallery > Christmas Campaigns                               

2. Click More for the reminder to use                                                                                   

3. See the price per print and click Continue to proceed                                                         

4. Fill in the required fields that will be input on the e-mail                                                     

5. Click Next                                                                                                                

6. Click Browse and find the exported file from D4W

7. Click Next                                                                                                                     

8. Fields will automatically be mapped for CSV files, click Next                                                         

9. Before sending, view the list and Delete anyone who should not be included (optional)

10. Click Next                                                                                                             

11. Enter the date and time to send against Schedule e-mail sending time

12. Enter the E-mail Address to send the Proof to

13. If OK, tick Proof is approved

14. Click Add to Cart                                                                                                      

15. Click either Continue Shopping to add more to the Cart, or Checkout to finalise the order         

Video: D4W Marketing Export from Manual Queries