Guide to campaigns

Who can do this?

In Halaxy, you can use campaigns to send mass email and/or SMS communications to patients or contacts. By running a report and using it as a mailing list, campaigns allow you to target a specific audience, then use a communication template to create the message to send to the audience.

Campaigns can be used to send the following examples:

  • Announcements

  • Welcome messages for new patients

  • Recalls for patients who have not attended in a while

  • Patient intake forms and clinical templates

  • Follow-up emails to patients or organisations with unpaid invoices

Overview

For campaigns, you have additional options to:

Tip

For more ideas on how you can use campaigns, see our article: Useful campaigns for your practice

Create a campaign

To demonstrate how a campaign works, we will use the following example.

Example: Create an ongoing recall email campaign to encourage patients who have not visited in the last 6 months to schedule a check-up.

There are three basic steps to creating a campaign on Halaxy. Select the tabs below for step-by-step instructions.

  • The first step is to create the content you want to send to your target audience.

    1. Click Settings > General.

    2. Under the Clinical Settings section, next to Communication templates, click the Icon-Edit.svg edit icon.

      Communication-Templates-01.png
    3. In the top right, click Add Email.

    4. In the template editor, give your recall template a title and description, subject line, and fill in the content for your recall campaign. (Tip: Use dynamic terms to personalise the content to each recipient.)

    5. Click Save.

  • Next, you need to create a report to generate a list of your group’s patients whose last attended appointment was 6 months before today’s date.

    1. In the sidebar, click Reports > Appointment.

    2. On the top right, click New Report.

      Campaign-01.png
    3. For the report, enter the following parameters:

      Campaign-02.png
      • Report Type: Attendance

      • Length: Equals 6 months since last attended appointment

    4. Click Run.

    5. The report displays the results for today’s date. Click Save.

    6. In the pop-up, save the report with the following details:

      • Title: Patient Recall (6 months)

      • Description: Patients who have not attended in 6 months

    7. Click Save.

    Your target audience has now been generated and saved.

    Note

    Even if a patient or contact appears on a report multiple times, they will only receive a campaign message once.

  • The final step is to set the campaign to automatically send the recall email to the target audience daily. This also generates the report every day, which creates a new target audience each day.

    1. From the report results screen, in the top right, click Set as a campaign.

      Campaign-03.png
    2. Configure your campaign settings:

      Campaign-05.png
      • Name: Patient Recall (6 months)

      • Schedule Date: Enter the date and time you want to start sending the recall campaign.

      • Email Template: Select the email communication template you created.

      • (Optional) Select an intake form or any clinical templates you want to send in the email. If you are attaching an intake form, make sure that your communication template includes the dynamic term [Online Form Link] in the content.

      • (Optional) Tick Send to patients' contacts to also send the campaign to the patients' primary contacts. If this is unticked, the campaign is only sent to patients.

    3. Click Repeat Campaign, then set to repeat every 1 day. If you want to make this an ongoing campaign, leave the Ends fields blank. (This runs the report daily and sends the campaign to a newly generated audience every day at the same scheduled time. If you intend to send a campaign only once, do not click this option.)

      Campaign-04.png
    4. Click Save.

    You have successfully created and scheduled a recall email campaign.

    This is just one example of the many possible campaigns you can send out in your practice.

Track your campaigns

To view a list of your campaigns, follow the steps below.

  1. Click Reports > Communication.

  2. On the top right, click New Report.

  3. For Report Type, select Campaigns.

  4. Click Run.

The report displays a list of your saved campaigns and their details including recipients, send status, and send times, and (for SMS only) the exact number of credits used.

Cancel a campaign

You can cancel any scheduled campaign by running a communication report.

To cancel a scheduled campaign, follow the steps below.

  1. Click Reports > Communication.

  2. On the top right, click New Report.

  3. For Report Type, select Campaigns.

  4. Click Run.

  5. Next to the scheduled campaign you want to cancel, click Cancel Campaign.

    Campaign-06.png

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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