Setup Automation Templates for D4W Marketing users

Setup Automation Templates for D4W Marketing users

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Keep your patients informed and engaged with automated reminders, follow-ups, and personalised, professionally designed communications, enhancing patient retention and satisfaction. Our advanced automation engine takes away the hassle of manual tasks, saving you hundreds of hours across your practice. 
Listed below are instructions on how to setup Automated / repeatable templates to be used with D4W Marketing Material. 

Dental4Windows users

Setup D4W Marketing Automated Recall Templates

When sending Recalls via the Automated method with D4W Marketing, templates must be set prior to ensure the correct content is sent to patients.
InfoIf not already set to send recalls via automation, you can schedule the conversion with:
Centaur's Recall Automation Conversion Consultant. 
The following options will only be available if DMMi Automatic is selected in the Third Party Marketing General Setting. 
Patients will only receive communication based on their Send To preferences, if sending via e-mail and they do not have this selected, they will not receive it. It is advised to use multiple communication channels where possible. 
  1. Go to Location Management > Automation tab
  2. Recalls sub-tab
  3. Select the relevant reminder, e.g. 1st Recall Reminder
  4. Go to Reminders sub-tab
    1. Order the communication methods                                                                            
      The image below shows an example of sending via SMS, e-mail and print. If the patient has their recall preference set as both SMS and e-mail, whichever is numbered 1 in Reminders will be sent to the patient. Only place a number against the methods to be used.       
                                      
    2. SMS Template: Click the Edit icon to build the SMS template  
    3. Letters Template: Select the relevant post reminder to be used
    4. E-mail Template: Select the relevant e-mail reminder to be used
  5. Repeat for all other recall reminders, e.g. Lapsed / 2nd Reminder   
       

Setup D4W Marketing New Patient Welcome Pack

A Welcome Pack can be automatically posted to patients either with an upcoming appointment or after their first visit. 
The below instructions will send a Welcome Pack to New Patients who Attended an appointment last week (Mon - Sun). Automation can be set to daily if preferred. 
Patients will only receive communication based on their Communication Method Send To preferences.
If sending via e-mail and they do not have this 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. 
  1. Go to Location Management > Automation tab > Appointments sub-tab
  2. Select Welcome Packs

  3. Set / Type sub-tab
    1. Location: Select the location / all locations the packs will be sent for
    2. Books: Select the books the packs should send for, recommend all Providers
    3. Include when: Select the New Patient and Attended Appointment Statuses, and All selected Status are present   
                                                                           
    4. Update the Appointment with: Tick the checkbox then select the Appointment Status that represents a pack has been sent – this is optional                                                 
    5. DMMi Batch: Tick to enable D4W Marketing features
    6. Select when to send the survey to patients, e.g. Always send to Patient     
                                
  4. Reminders sub-tab
    1. Letters Template: Select 1 from the drop list, then select the relevant Welcome Pack template      Leave all other methods blank as the welcome packs are only posted at present

  5. Schedule sub-tab
    1. Set the frequency of the reminder
      1. Weekly: Tick the day of the week to run the batch, e.g. Monday   
                                 
    2. Set the Start Date and Run Time                                                                      
    3. Include patients who have appointments – Simple: Last Week       
    4. To check settings, click the check upcoming run dates button   
                                 
    5. Enable the schedule by placing a tick in the checkbox

Setup Post-Visit Survey E-mail

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 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. 
Info
Send to Preferences
Link Form to Template
The Post Visit Survey templates all have a placeholder for an electronic survey/form to be added. Ensure the URL is entered in the Post Visit Survey General Setting 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 D4W cannot run an automation batch when the practice is closed. 
  1. Go to Location Management > Automation tab > Appointments sub-tab
  2. Click Add Set > Enter the name of the Automation Set, e.g. Post Visit Survey                                   
  3. Click Add Type > Enter the name of the Automation Type, e.g. Post Visit: Mon - Fri Appts
  4. Click Add Type > Enter the name of the Automation Type, e.g. Post Visit: Sat Appts
                                             
  5. Select the Type for Monday - Friday Appointments

  6. 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 Attended Appointment Status
                                                             
    4. Update the Appointment with: Tick the checkbox then select the appointment status that represents a post-visit survey has been sent – this is optional
                 
    5. DMMi Batch: Tick to enable D4W Marketing features
    6. Select when to send the survey to patients, e.g. Always sent to Patient

  7. 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

  8. 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 start date and run time
    3. Include patients who have appointments – Simple: Yesterday
    4. To check settings, click the check upcoming run dates button
    5. Enable the schedule by placing a tick in the checkbox

  9. Select the Saturday Appointment Type

  10. Setup the Set / Type and Reminders sub-tabs the same as the Mon-Fri Appts
  11. Schedule sub-tab
    1. Set the frequency to weekly and select Monday
    2. Set the start date and run time
    3. Include patients who have appointments – Simple: The Day before Yesterday
    4. To check settings, click the check upcoming run dates button
    5. Enable the schedule by placing a tick in the checkbox

Dental4Web users

Setup D4W Marketing Automated Recall Templates

When sending Recalls via the Automated method from Dental4Web to D4W Marketing, templates must be set prior to ensure the correct content is sent to patients.
If not already set to send recalls via automation, schedule the conversion with Centaur's Recall Automation Conversion Consultant. 
The following options will only be available if DMMi Automatic is selected (This is setup by Centaur staff)
Info
Patients will only receive communication based on their communication method preferences. 
For example: If sending via e-mail and they do not have this selected, they will not receive it.
It is advised to use multiple communication channels where possible. 
  1. Click the navigation menu > Management > Automation page
  2. Recalls tab
    1. Select the relevant reminder, e.g. 1st Recall Reminder
    2. Reminders sub-tab
  3. Order the communication methods                                                                            
    Notes
    The image below shows an example of sending via SMS, e-mail and print.
    If the patient has their recall preference set as both SMS and e-mail, whichever is numbered 1 in Reminders will be sent to the patient.
    1. Only place a number against the methods to be used. 
    2. Click here to learn how to setup communication methods for patients                 
  4. SMS Template: Click the Edit icon  to build the SMS template          
  5. Letters Template: Select the relevant post reminder to be used
  6. E-mail Template: Select the relevant e-mail reminder to be used

  7. Repeat for all other recall reminders, e.g. 2nd recall reminder etc

Setup D4W Marketing New Patient Welcome Pack

A Welcome Pack can be automatically posted to patients either with an upcoming appointment or after their first visit. The below instructions will send a Welcome Pack to New Patients who Attended an appointment last week (Mon - Sun). Automation can be set to daily if preferred. 
Patients will only receive communication based on their Send To preferences. If sending via e-mail and they do not have e-mail selected, they will not receive it. 
The following is only possible if DMMI Automatic is configured in Dental4Web. This setting does impact the way Recalls are sent; they will be set to semi-automated if changed. 
  1. Click the navigation menu > Management > Automation page
  2. Appointments tab
    1. Select Welcome Packs

  3. Set / Type sub-tab
    1. Location: Select the location / all locations the packs will be sent for
    2. Books: Select the books the packs should send for, recommend all Providers
    3. Include when: From the drop down list:
      1. Tick box:  New Patient and Attended Appointment Statuses
      2. Radio button: All selected Status are present

    4. Update the Appointment with: Tick the checkbox then select the Appointment Status that represents a pack has been sent – this is optional

    5. DMMi Batch: Tick to enable D4W Marketing features
    6. Select radio button : Don't send to patient if...  or Always send to Patient

  4. Reminders sub-tab
    1. Letters Template: Select 1 from the drop list, then select the relevant Welcome Pack template
      Leave all other methods blank as the welcome packs are only posted at present

  5. Schedule sub-tab
    1. Set the frequency: Weekly
      1. Tick the day of the week to run the batch, e.g. Monday
    2. Set the timing: Set the Start Date and Run Time
    3. Include patients who: have appointments
      1. Simple: Last Week
      2. To check settings, click the CHECK UPCOMING RUN DATES button
    4. Notifications:
      1. Tick box to exclude sending notifications for this batch 
    5. Control the schedule: Tick box to Enable the schedule
    6. Click APPLY CHANGES to saves changes made
    7. Click RESET CHANGES to undo changes made

Setup D4W Marketing Post-Visit Survey E-mail

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. 
Info
Patients will only receive communication based on their communication method 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. 
        InfoClick here for instruction on how to Setup an Appt status 
      6. DMMi Batch: Tick to enable D4Web Marketing features
      7. Select radio button to Don't send to patient if 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
      2. 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: Weekly - Place a tick in Tuesday, Wednesday, Thursday, Friday and Saturday
      2. Set the timing: 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 
    4. 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: Weekly and place a tick in Monday only
      2. Set the timing: 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 
    3. Click APPLY CHANGES