Campaigns and Recalls

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Halaxy allows you to send mass email and/or SMS communications to your patients or to your referral network by running a report and using it as a mailing list called a campaign. You can then use a communication template to send a message to all contacts in the campaign. You can also attach patient intake forms and clinical templates to a campaign.

The campaigns feature allows you to target a specific audience by filtering the report you use to create the campaign. You can use campaigns for announcements, welcome packs for new patients, recalls for patients who have not attended in a while, and much more.

For ideas on how you can use campaigns to stay in touch with your patients, see Useful Campaigns for your Practice.

Halaxy allows you to set your Patient, Appointment and Referral reports as campaigns.

Running a report to turn into a campaign

Campaigns must be created from reports, so you must first run a report that captures the audience you wish to contact. For example, to create a report that you can use as a recall campaign, you may wish to run an appointment report capturing patients who have not made an appointment in the last six months. To create a report that captures your entire client list, you may wish to simply run a patient birthday report with no additional filters.

To create a report:

  1. Click Reports, then click either Finance, Patient, Appointment or Referral.

  2. Click New Report at the top-right of the page.

  3. Select the desired Report Type. For finance reports, only the unpaid invoices report can be used as campaign.

    Tip

    A patient birthday report is often the easiest way to capture your entire patient list.

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  4. If desired, set additional parameters to filter the report, then click Save to save the report. You will subsequently be able to set the report as a campaign (see below).

Tip

No matter how many times a patient or professional contact appears in a report, they will only receive one email or SMS in a campaign.

Setting a report as a campaign

To create a new campaign, follow the steps below:

  1. Click the saved report you'd like to set as campaign.

  2. Click Set as Campaign at the top right-hand corner of the page.

    The Set as Campaign button is located in the top-right of eligible reports
  3. Select the date and time you'd like to send your campaign. By default, the campaign is scheduled to send immediately.

  4. Select an email and/or SMS template to send out, or create a new communication template. For SMS templates, you can check the estimated character count and credit cost from the communication template screen.

  5. If you're using a referral report as a campaign, choose whether you want patients or professional contacts (other practitioners) as recipients.

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  6. Tick Notify contacts if you'd like to notify your patients' contacts.

  7. If you selected an email campaign, you can optionally add a patient intake form or clinical template(s). Patients will be invited to click a secure link to complete the intake form or templates you select; once completed, the patient's profile or clinical notes are automatically updated. You must include the dynamic term [Online Form Link] in your communication template; this will expand into the secure link when you send the campaign.

    If you include a clinical note template (such as a consent form) in your campaign, it will have a checkbox labelled "I agree to the terms listed above" appended to it. This will be saved in the patients clinical notes with a timestamp indicating when the patient consented.

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  8. Select a sender in the Send on behalf of drop-down menu. For email campaigns, the sender name and reply-to address will be based on the practitioner's email sender preferences.

  9. Select Repeat Campaign to set your campaign to recur periodically.

  10. Click Save to save and schedule your campaign.

    Campaign_Modal

Your campaign has been successfully saved and scheduled! If you'd like to see your saved campaigns, go the Communication tab and run a communication report. This report shows you recipients, send status and send times, and the exact number of credits used.

Cancelling a campaign

You can find a list of your campaigns, including their status (sent, scheduled or cancelled) by running a communication report. You will be able to cancel any scheduled campaign from the communication report.

To cancel a scheduled campaign:

  1. Click Reports > Communication.

  2. Click New Report at the top-right of the page.

  3. In the Report Type field, select Campaigns:

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  4. Click Run. A list of your campaigns appears:

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  5. Click Cancel Campaign to cancel a scheduled campaign:

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RESULT: A notification will briefly appear at the top of the Campaigns Report telling you that the campaign has been cancelled successfully, and the campaign will not be sent out. You can verify that the campaign has been cancelled by looking at the Status column of the Campaigns Report.

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Image: Creating a Campaign Communication Report and cancelling a campaign (click to expand image)

Checking a campaign's status

You can run a Communication Report with the Report Type set to Campaigns to check the status of all your campaigns, as well as cancel a scheduled campaign.

For more information, see How do I track whether a campaign has been sent, scheduled or cancelled?

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