With Practice by Numbers, you can send mass messages to all patients or a specific group based on certain criteria. Here’s how you can do it:
Maintaining clear and effective communication with patients is crucial for building trust and ensuring a seamless experience. This guide provides not only the technical steps for using Practice by Numbers, but also insights into resolving messaging issues and improving communication flows when challenges arise.
Access Custom Campaigns
Go to Campaigns and then Custom Campaigns. This option is available from the drop-down menu at the top right of the page or the sidebar on the RevenueIQ page.
Alternatively, you can also access Custom Campaigns by clicking on the person icon, navigating to Campaigns, and selecting Custom Campaigns.
Start a New Campaign
You’ll see results from previous campaigns. To create a new one, click + Add New at the top.
Set Up Your Campaign
Enter a Name and Category for your campaign. These fields are for your reference only and won’t be visible to patients. If you leave them blank, the system will automatically generate a name based on the template you select later.
Choose Your Message Type
Decide what type of message you want to send:
Email Only
Text Only
Text Preferred (sends a text as the primary message and an email only if the patient doesn’t have a cell phone)
Email and Text
Note: Due to messaging regulations, mass text messages within Custom Campaigns are limited to 500 patients per campaign. If your list exceeds this number, the campaign must be email only.
Select a Template
After choosing the message type, select a template. You can pick an existing template or create a new one from scratch.
Click Add to open the template customization window. For this guide, we’ll use an existing template.
Click Pick a Template, then select from your existing templates. For example, you could choose a template for a follow-up to a canceled appointment.
Click Use to proceed. You can edit the template further if you need to.
Best Practices for Modifying and Using Templates
Identify the patient group or individual who needs follow-up communication.
Edit the draft template to include clear and empathetic language that addresses their specific queries or concerns.
Review the message content for any inconsistencies or further adjustments before sending.
Choose Your Recipients
Under Pick Your Audience, click the Show Filters drop-down to view filtering criteria.
For this example, select the Cancelled Appointments filter.
You can customize the filter by specifying details like appointment status, reappointment status, and the date range of canceled appointments.
The number of recipients will be displayed. You can adjust your list as needed.
Finalize and Send
Review your selections and make any final adjustments.
Once you’re ready, send out your campaign.### Troubleshooting Messaging Issues and Follow-Up Communications If certain messages were sent incorrectly or experienced delivery failures, follow these steps:
Access previously used or saved templates suitable for follow-up communications.
Navigate to Campaigns -> Custom Campaigns and locate draft templates for resolving prior issues.
Customize the template based on the situation, incorporating clear messaging for recovery or resolution.
Check the recipient list to ensure the correct individuals are selected.
Review the message thoroughly before resending to ensure accuracy.### Related Topics
Managing Recall Campaigns efficiently
Customizing default templates for patient outreach
Addressing gaps in communication workflows Explore more guides and documentation in the Practice by Numbers User Guide if you need further assistance.
