Send SMS, Letter and/or E-mail to Patients about COVID-19

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Due to COVID-19, dental practices can send E-mail, Letter and/or SMS to all patients regarding the practices' policy and instructions during this period.

This procedure can be completed by generating a Simple Query.

Set Query Templates

  1. Click the navigation menu > Debtors & Marketing > Mail Merge Setup page

  2. Mail Merge Category: Queries

    1. Select Simple Query Wizard
      1. SMS Template: Click the Edit  icon to design the SMS template
      2. Letter Template: Click the Edit icon to design the e-mail and/or letter template
      3. Design the template as required for this query

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Run the Query Batch

  1. Click the navigation menu > Debtors & Marketing > Queries page

    1. Type: Select Simple Query Wizard

    2. Batch Name: Enter the name of the batch, e.g. COVID-19 instructions

    3. Provider: Select a Provider or All Providers

    4. Exclude the following categories: Ensure all patient categories to be excluded are selected

    5. Excl. patients not seen in: Only enter a number to exclude patients not seen in as many months

    6. ...and mailed this letter within: Only enter a number to exclude patients who have received this exact query in as many months

    7. ... and have appts over next: Only enter a number to exclude patients who have upcoming appointments in as many days - It is recommended that for this query, leave it as 0 to include all patients

    8. Click RETRIEVE

  2. Option A: Send to All Previously Treated Patients

    1. Column: Select First Seen Date
    2. Operator: Select Doesn't Equal
    3. Value: Enter null
    4. Click OK
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  3. Option B: Active Patients (Treated in past 18 months)

    1. Column: Select Last Visit

    2. Operator: Select > Than or Equal

    3. Value: Enter 1st date of the month 18 months prior

    4. Click OK
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  4. Highlight: All Rows, or manually select those to include

  5. Click CREATE BATCH

  6. Select Recall Letters

    1. Click SMS 

  7. Click SELECT READY

  8. Click SENDmceclip3.png

  9. Back in the Queries batch, select patients with nothing entered in the Printed column (SMS unsent)

  10. Select Recall Letters

    1. Click E-MAIL

    2. File menu > Save

    3. Click SEND
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  11. Back in the Queries batch, select all patients with nothing entered in the Printed column (sms or email unsent)

  12. Select Recall Letters

    1. Click PRINT

    2. Click PRINT CURRENT or PRINT ALL

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