Send Post-Visit Survey Communication

A post-visit feedback communication can be automatically sent to patients with a particular appointment status from the previous day, seeking feedback via an online form, for example, eForms. 

Patients will only receive communication based on their Send To preferences, if sending via SMS/e-mail and they do not have this selected, they will not receive it. 

D4W Marketing provides well designed professional e-mail templates to send the post visit survey.  

Setup Automation

The example used in these instructions is for a practice that is open Monday to Saturday. Two Automation Types are needed as D4W cannot run an automation batch when the practice is closed which in this case the post visit survey for Saturday appointments will be sent on Sunday.  

1. Go to Location Management > Automation tab > Appointments sub-tab

2. Click Add Set > Enter the name of the Automation Set, e.g. Post Visit Survey                                   

3. Click Add Type > Enter the name of the Automation Type, e.g. Post Visit: Mon - Fri Appts

4. Click Add Type > Enter the name of the Automation Type, e.g. Post Visit: Sat Appts (if applicable)
   
   

5. Select the Type for Monday - Friday Appointments 

6. Set / Type sub-tab

   1. Location: Select the Location(s) the survey should apply to

   2. Books: Select the Book(s) the survey should apply to

   3. Include when: Select the Attended Appointment Status  
      
      

   4. Update the Appointment with: Tick the checkbox then select the appointment status that represents a post-visit survey has been sent – this is optional 
      

7. Reminders sub-tab

   1. Order the communication methods

   2. These reminders are commonly sent via SMS/e-mail

      If the patient has their appointment reminder preference set as both SMS and e-mail, whichever is numbered 1 in the Reminders will be sent to the patient. The phone call option will generate a list of patients to be contacted.

   3. Setup the template using the edit icon 

8. Schedule sub-tab

9. 1. 1. Set the frequency of the reminder
         1. Weekly - Place a tick in Tuesday, Wednesday, Thursday, Friday and Saturday
      2. Set the start date and run time
      3. Include patients who have appointments – Simple: Yesterday
      4. To check settings, click the check upcoming run dates button
      5. Enable the schedule by placing a tick in the checkbox                                                          

   2. Select the Saturday Appointment Type                                                                         

   3. Setup the Set / Type and Reminders sub-tabs the same as the Mon-Fri Appts

   4. Schedule sub-tab

      1. Set the frequency to weekly and select Monday

      2. Set the start date and run time

      3. Include patients who have appointments – Simple: The Day before Yesterday

      4. To check settings, click the check upcoming run dates button

      5. Enable the schedule by placing a tick in the checkbox