D4W Marketing from D4Web: Send a Post-Visit Survey E-mail

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A post-visit feedback e-mail can be automatically sent to patients with a particular appointment status from the previous day, seeking feedback via an online form, for example, eForms. 

  • Patients will only receive communication based on their Send To preferences.

  • If sending via e-mail and they do not have this option selected, they will not receive it. 

  • The following is only possible if DMMI Automatic is configured. This setting does impact the way Recalls are sent; they will be set to semi-automated if changed. 

Link Form to Template

The Post Visit Survey templates all have a placeholder for an electronic survey/form to be added.

The URL is entered into the Post Visit Survey General Setting by Centaur staff before proceeding. 

Setup Automation

The example used in these instructions is for a practice that is open Monday to Saturday. Two Automation Types are needed as D4Web cannot run an automation batch when the practice is closed. 

  1. Click navigation menu > Management > Automation page

  2. Select the Appointments tab

  3. Click Add Set > Enter the name of the Automation Set, e.g. D4W Marketing Surveys

    1. Click Add Type > Enter the name of the Automation Type, e.g. Post Visit: Weekday Appts

    2. Click Add Type > Enter the name of the Automation Type, e.g. Post Visit: Weekend Appts 
       

  4. Select the Weekday Appts type
    1.  Set / Type sub-tab
      1. Location: Select the Location(s) the survey should apply to

      2. Books: Select the Book(s) the survey should apply to

      3. Include when: Select the Appointment Status e.g. Attended

      4. Exclude when: Select the Appointment Status e.g. Fail to Attend
      5. Update the Appointment with: Tick the checkbox then select the appointment status that represents a post-visit survey has been sent – this is optional. 
        Click here for instruction on how to Setup an Appt status 

      6. DMMi Batch: Tick to enable D4Web Marketing features

      7. Select radio button to Dont send options or Always sent to Patient

    2. Reminders sub-tab

      1. E-mail Template: Select 1 from the drop list, then select the relevant Survey template               Leave all other methods blank as the survey is only sent via e-mail at present

    3. Schedule sub-tab

      1. Set the frequency of the reminder

        1. Weekly - Place a tick in Tuesday, Wednesday, Thursday, Friday and Saturday

      2. Set the timing:

        1. Start date, next run date & time

      3. Include patients who have appointments:

        1. Simple: Yesterday

        2. Advanced: To check settings, click the CHECK UPCOMING RUN DATES

      4. Notifications:

        1. Tick if you wish to exclude notifications for this batch
      5. Control the schedule:

        1. Enable the schedule by placing a tick in the checkbox 

      6. Click APPLY CHANGES

  5. Select the Weekend appts Type
    1. Setup the Set / Type and Reminders sub-tabs the same as the Weekday Appts
    2. Schedule sub-tab
      1. Set the frequency:
        1. Weekly and place a tick in Monday only
      2. Set the timing:
        1. Start date, next run date & time
      3. Include patients who: have appointments:
        1. Simple: The Day before Yesterday
        2. Advanced: To check settings, click the CHECK UPCOMING RUN DATES
      4. Notifications:
        1. Tick if you wish to exclude notifications for this batch
      5. Control the schedule:
        1. Enable the schedule by placing a tick in the checkbox 
      6. Click APPLY CHANGES

 

 

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