Send SMS, Letter and/or E-mail to Patients about COVID-19

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Due to the recent pandemic of COVID-19, dental practices can send E-mail. Letter and/or SMS to all patients regarding the practices' policy and instructions during this period.

This procedure can be completed by generating a Simple Query.

Set Query Templates

  1. Go to Debtors & Marketing > Mail Merge Setup tab

  2. Mail Merge Category: Queries

    1. Select Simple Query Wizard

      1. SMS Template: Click the Edit mceclip10.png icon to design the SMS template

      2. Letter Template: Click the Edit mceclip10.pngicon to design the e-mail and/or letter template

        1. Design the template as required for this querymceclip14.png

 

Run the Query Batch

  1. Go to Debtors & Marketing > Queries tab

  2. Type: Select Simple Query Wizard

  3. Batch Name: Enter the name of the batch, e.g. COVID-19 instructions

  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: Only enter a number to exclude patients not seen in as many months

  7. ...and mailed this letter within: Only enter a number to exclude patients who have received this exact query in as many months

  8. ... and have appts over next: Only enter a number to exclude patients who have upcoming appointments in as many days - It is recommended that for this query, leave it as 0 to include all patients

  9. Click Retrieve 
    mceclip17.png

    1. Option A: Send to All Previously Treated Patients
      mceclip15.png

      1. Column: Select First Seen Date

      2. Operator: Select Doesn't Equal

      3. Value: Enter null

      4. Click OK

    2. Option B: Active Patients (Treated in past 18 months)
      mceclip18.png
      1. Column: Select Last Visit

      2. Operator: Select > Than or Equal

      3. Value: Enter 1st date of the month 18 months prior

      4. Click OK

    3.  Highlight: All Rows, or manually select those to include
      mceclip20.png
    4. Click Create Batch 

      1. Select Recall Letters

      2. Click SMS 

        1. Click Select Ready

        2. Click Send
          mceclip2.png

      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
          mceclip3.png
      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               

          Print/Send - if only an e-mail is to be sent, skip the SMS and Print steps

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