Email messages can be sent to patients in bulk from most reports in PracSuite. Bulk email broadcasts from reports are also referred to as Once-Off Campaigns.
Common examples of reports that are used to send bulk emails include:
Patient List Report - Emailing all patients with updates regarding the practice, such as a practice newsletter
Recalls Report - Emailing all patients who a due to be sent a recall notice
Appointments Report - Emailing all patients that have a specific type of appointment in a date range
Treatment Plan Report - Emailing patients whose treatment plans are due to expire
Creating a Once-Off Campaign
Start with selecting the report to find patients that you wish to send a bulk email to from the Reports menu at the top of PracSuite.
Applied your desired filters and select Generated Report.
Above the results grid, you will find a Send Message button, which allows you to send a bulk email (or SMS).
The Send Bulk Email window will appear to begin customising the Once-Off Campaign.
Selecting the From Email Address
The Send From drop-down allows you to select which email address you want to send the email from, which will also be where patient replies are directed.
Open and Click Tracking
All Once-Off Campaigns are displayed in Reports > Campaigns so that you can track the performance of the campaign.
Add a Name to your campaign so that you can easily identify it in the list.
Open & Click Tracking is available to provide insight into how many recipients opened the email and how many clicked on links within the email. Click here to learn more about Campaign Tracking.
Open & Click Tracking is only available when using the Send via PracSuite email method.
If you select an Outlook or Gmail email as the 'from address' and enable Open & Click Tracking, your email will be Sent via PracSuite. The email will still be sent with the same email address and sender name. Click here to learn more about this.
Editing Recipients
The Send To section details how many total patients in the report results have email addresses. Patients that have an email marketing status of soft opt-out or opt-out will be filtered out by default.
If required, you can use the Edit Recipients button to further customise the recipients of the message.
Editing the Email Message Content
The content for your message can be customised in the Message section. Select the Use Template button to insert an existing template.
You can either compose an ad-hoc message or insert an existing email template.
Unsubscribe Links
When sending bulk emails via reports, unsubscribe links must be included in the message. If you have a preferred place to display the unsubscribe link in your email message, you can manually add the <<EmailUnsubscribe>> merge field.
As this merge field is mandatory for emails sent in bulk from any reports, if it is not manually added to your email template, it will automatically be added to the bottom of your message.
Previewing and Sending the Message
After reviewing the Once-Off Campaign settings and the message content, select Next to proceed to the final step where a Preview of your message will be shown.
You can choose to Send Now or Schedule Send, which allows your message to be sent at a later time.
Editing a Scheduled Once-Off Campaign
If you have chosen to schedule your message to be sent at a later time, you will be able to edit the message content and the time it's due to be sent from Reports > Campaigns.
Scroll to the Once-Off Campaigns grid and select your campaign.
After selecting your campaign, select Edit.
Here, you can edit your message template as desired and the time the message is scheduled to be sent.
Click Save to finalise your changes.
Viewing Once-Off Campaign Statistics
Statistics for your Campaign can be viewed in Reports > Campaigns.
Scroll to the Once-Off Campaigns grid and select your campaign.
You will be able to see a history of the patients that the message was sent to, which of those patients opened or clicked links in the email, and which patients the email failed to send to.
If your campaign has been sent via the Outlook or Gmail integration, only Sent and Failed statistics will be available.