Covid-19 Communication Resources

Mass EmailsSending Reminders

Covid-19 Communication Resources

Amid the COVID-19 pandemic, many Orthodontic offices are looking for ways to stay ahead of patient communication and on top of their schedules.  This post is to provide additional resources to assist.  They include:



Send an Email Blast

To send an email blast : Watch a Video Tutorial (4 mins)

  • First, Create an Email Template
    1. Go to Templates > Email Templates
    2. Click Duplicate or Create a new template
    3. Create or Modify the template layout (see video)
    4. Or email us a word/pdf to be loaded as a template
  • Then, Send it to Status Groups 
    1. Go to Tasks Tab
    2. Click Send to Status Groups
    3. Select the Email Template created previously
    4. Specify which office locations should receive the email
    5. Specify which patients should receive the email (by treatment status)
    6. (Optional for Cloud9) Filter by Appointment Type for next appointment
    7. (Optional for Cloud9) Limit to those who have an appointment in 7,30,90 days.
  • Finally, Monitor Delivery 
    1. Go to Home Tab > Sent Notifications
    2. Filter by Type: Group Notification
    3. All up to 10 minutes for messages to appear
 



Send an One Time Notification (Text/Email)

To send a text and/or email to scheduled appointments:

 

NOTE:  Texts & Emails must be enabled under Settings > Appointment Reminders.  They must be enabled in order for a one-time notification to send to either patients and/or responsible parties.

  • First, Create your Text & Email Template
    1. Go to Templates > Text Templates
    2. Create a new text template
    3. Keep your text messages short, use keywords to personalize
    4. Use available keywords to personalize messages
    5. Repeat these steps to create an email template
  • Then, Send the Notifications
    1. Go to Tasks Tab
    2. Click the Send Notification button
    3. Specify the Text and/or Email template to use
    4. Specify which office locations should receive the text / email
    5. Specify which appointment dates should receive the communication
    6. Click Send Now
  • Monitor Delivery (Home > Sent Notifications)
    • Messages will appear as appointment reminders, click on any row to see details of the message sent.



Suspend Automatic Reminder Delivery

To stop reminders from being delivered automatically:

  1. Set Delivery Time to Manual 
    1. Go to Settings Tab > Appointment Reminders (or other notification type)
    2. Scroll down to the Delivery Time section
    3. Select the the Manual Delivery option
    4. Scroll to the bottom and click Save
    5. NOTE: Repeat steps 1-4 for each notification type (Missed, Recalls, etc.)
    6. Day Of Notifications, Missed, Recalls, Follow Ups
 


Suspend Reminders for select locations

To stop reminders from being delivered to a specific location:

  1. Set the Default Template to –Select a Template —
    1. Go to Settings Tab > Appointment Reminders (or other notification type)
    2. Scroll Down to the Default Templates Sections
    3. Set the default template to –Select a Template — for locations which are closed
    4. Scroll to the bottom and click Save
    5. NOTE:  Repeat steps 1-4 for each notification type (Missed, Recalls, etc.)
 

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