Send Holiday/Christmas Greetings to Patients

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 not using D4W Marketing. Click here for instructions on how to do this via 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 Letter, E-mail and/or SMS Holiday Greeting Templates

Create the Letter, E-mail and/or SMS template(s) to be sent to patients.

Create the Batch

The below example will generate a batch of all patients treated this year and will send via SMS, e-mail and Print. 

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

    2. Click SMS

       1. Click Select Ready

       2. Click Send
          
          

    3. Select all patients with nothing entered in the Printed column (unsent)

    4. Select Recall Letters

    5. Click E-mail

       1. When using MSWord, go to Add-ins tab > Click Send
          

    6. Select all patients with nothing entered in the Printed column (unsent)

    7. Select Recall Letters

    8. Click Print

       1. When using MSWord, go to Add-ins tab > Click Print