Using D4W Marketing in Dental4Windows

Using D4W Marketing in Dental4Windows

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Listed below is how send Recalls manually, send holiday/Christmas greetings to patients and send end of year health fund campaign via D4W Marketing.

Manual D4W Marketing

Send Recalls Manually via D4W Marketing

When sending Recalls manually via D4W Marketing, SMS can be sent from D4W along with other methods like e-mail or a printed letter. If the patients are sent a SMS they will NOT receive any other type of communication.  

To send via multiple channels, we recommend moving to either Semi-Automated or Automated Recalls. 

Generate the Batch

  1. Go to Debtors and Marketing > Recalls tab
  2. Generate the Recall batch per usual, nothing changes here
  3. Once the batch has been created, see the Print/Send section
    1. Select Recall Letters
    2. Click Send  
                                                                                                                    
      1. Click Send SMS   
                                                                                                                             
        1. Click Select Ready
        2. Click Send                       
        3. Click Exit   
                                                                                                        
      2. Click Export Patients 
        1. Save the file as CSV to the computer     
                                             
      3. Select Go To menu > D4W Marketing to open the portal and send the reminder   
            

Send via D4W Marketing Portal

  1. Go to Product Gallery > Select from either Letters or E-mails   
                                
  2. Click Recall > Click on the Style, e.g. Luxe       
                                                                      
  3. Click More for the reminder to use   
                                 
  4. See the price per print and click Continue to proceed 
                                                             
  5. Select from the options, e.g. Practice, Colours, Image if applicable
  6. Click Refresh Preview to view changes
  7. Click Next                                                                                                                
  8. Click Browse and find the exported file from D4W
  9. Click Next   
                                                                                                                      
  10. Fields will automatically be mapped for CSV files, click Next    
                                                         
  11. Before sending, view the list and Delete anyone who should not be included (optional)
  12. Click Next       
                                                                                                           
  13. View the Total Price and click Proof
  14. If OK, tick Proof is approved
  15. Click Add to Cart   
                                                                                                           
  16. Click either Continue Shopping to add more to the Cart, or Checkout to finalise the order 

Send Holiday/Christmas Greetings to Patients via D4W Marketing

Towards the end of each year, an SMS/E-mail/Letter can be sent to patients wishing them a safe and happy holiday period. The following instructions are for those using D4W Marketing only.

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.

Create a Holiday Greeting Query Template

As Holiday Greetings are sent every year, its best to create a User-Defined Query which will save the settings for the next time its to be used.

InfoTo update an existing User-Defined Query filter, click here. 
  1. Go to Debtors and Marketing > Queries tab
  2. Queries menu > Create User-Defined Query
    1. Name: Enter the name of the query, e.g. Holiday Greeting
    2. Click Change Using Simple Query Wizard   
                                                                  
      1. Colum: Last Visit 
      2. Operator: > Than or Equal To
      3. Value: Enter the first date to include patients from, e.g. 01/01/2019
      4. Click OK   
                                                                                                                
    3. Click Exit        
                                                                                                                            

Create Holiday Greeting SMS Template (optional)

Print and e-mail content is found within the D4W Marketing portal, however, if wishing to also send greetings via SMS, set up the SMS template first. 

  1. Go to Mail Merge Setup tab 
  2. Mail Merge Category: Queries
  3. Select the new query, e.g. Holiday Greeting
  4. SMS Template: If wishing to send via SMS as well, click Edit to create the template 
                                

Create the Batch

  1. Go to Debtors and Marketing > Queries tab
  2. Type: Select the query created for Holiday Greetings
  3. Batch Name: Enter the name of the batch, e.g. 2019 Greetings
  4. Provider: Select a Provider or All Providers
  5. Exclude the following categories: Ensure all patient categories to be excluded are selected
  6. Excl. patients not seen in: Leave blank
  7. ... and mailed this letter within: Leave blank
  8. ... and have appts over next: It's not recommended to exclude upcoming appointed patients
  9. Period: This refers to the patients First Seen Date, enter the furthest date to include all patients, e.g. 01/01/1990
  10. Click Retrieve     
                                                                                                                                        
  11. Highlight: All Rows, or manually select those to include
  12. Click Create Batch   
                                                                                                                    
  13. Print/Send
    1. Select Recall Letters > Click Send   
                                                                                       
    2. Click Send SMS if wishing to send to patients set to receive via SMS
    3. Click Export Patients   
                                                                                                              
      1. Save the file as CSV to the computer                   
                              
    4. Select Go To menu > D4W Marketing to open the portal and send the greeting            
         

Send via D4W Marketing Portal

  1. Go to Product Gallery > Christmas Campaigns           
                         
  2. Click More for the reminder to use   
                                                                                     
  3. See the price per print and click Continue to proceed 
                                                            
  4. Fill in the required fields that will be input on the e-mail   
                                                       
  5. Click Next                                                                                                                
  6. Click Browse and find the exported file from D4W
  7. Click Next   
                                                                                                                      
  8. Fields will automatically be mapped for CSV files, click Next    
                                                        
  9. Before sending, view the list and Delete anyone who should not be included (optional)
  10. Click Next       
                                                                                                           
  11. Enter the date and time to send against Schedule e-mail sending time
  12. Enter the E-mail Address to send the Proof to
  13. If OK, tick Proof is approved
  14. Click Add to Cart   
                                                                                                            
  15. Click either Continue Shopping to add more to the Cart, or Checkout to finalise the order     

Send End of Year Health Fund Campaign via D4W Marketing

Towards the end of each year, an SMS or Printed matter can be sent to patients with Private Health Insurance who have not had Scale and Clean items this calendar year. The following instructions are for those using D4W Marketing only.

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.

Create the EOY Health Fund Query Template

As EOY Health Fund Reminders can be sent every year, its best to create a User-Defined Query which will save the settings for the next time its to be used. To update an existing User-Defined Query filter, click here. 

  1. Go to Debtors and Marketing > Queries tab
  2. Queries menu > Create User-Defined Query
    1. Name: Enter the name of the query, e.g. EOY Health Fund Reminder
    2. Click Change Using Simple Query Wizard     
                                                                
      1. Column: Insurance Level
      2. Operator: Doesn't Equal
      3. Value: Leave blank
      4. Logical: And
      5. Column: Last Exam S+C
      6. Operator: Less Than
      7. Value: Enter the date, e.g. the start of this year
      8. Click OK 
                                                                                 
    3. Click Exit      
                                                                                                                               
    4. Next, create the template(s) to be used for this batch  

Generate Batch

  1. Go to Debtors and Marketing > Queries tab
  2. Type: EOY Health Fund Reminder (User-Defined Query)
  3. Batch Name: Enter the name of the batch, e.g. 2024 Reminder
  4. Provider: Select a Provider or All Providers
  5. Exclude the following categories: Ensure all patient categories to be excluded are selected
  6. Excl. patients not seen in: Enter the number of months to reduce the inclusion of inactive patients, e.g. 36 months
  7. ... and mailed this letter within: Leave blank
  8. ... and have appts over next: It's optional to exclude patients that are already scheduled
  9. Click Retrieve     
                                                                                                                                        
    1. Click OK     
                                                                                                                   
  10. Highlight: All Rows, or manually select those to include
  11. Click Create Batch 
                                                                                                                      
  12. Print/Send
    1. D4W Marketing Users                                                                                                 
      1. Select Recall Letters > Click Send

      2. Click Send SMS if wishing to send to patients set to receive via SMS
      3. Click Export Patients 
        1. Save the file as CSV to the computer 
                                                  
      4. Select Go To menu > D4W Marketing to open the portal and send the reminder   
            

Send via D4W Marketing Portal

  1. Go to Product Gallery > Health Fund Campaigns     
                                 
  2. Click Health Fund Reminders
  3. Click More for the reminder to use
                                    
  4. See the price per print and click Continue to proceed
                                                              
  5. Practice: Select the practice 
  6. Colour: Select the preferred colour for the reminder
  7. Click Refresh Preview to view changes
  8. Click Next    
                                                                                                              
  9. Click Browse and find the exported file from D4W
  10. Click Next   
                                                                                                                      
  11. Fields will automatically be mapped for CSV files, click Next 
                                                            
  12. Before sending, view the list and Delete anyone who should not be included (optional)
  13. Click Next   
                                                                                                               
  14. View the Total Price and click Proof
  15. If OK, tick Proof is approved
  16. Click Add to Cart 
                                                                                                             
  17. Click either Continue Shopping to add more to the Cart, or Checkout to finalise the order 

Semi-Automated D4W Marketing

Set Semi-Automated Query Templates

When sending Queries via the Semi-Automated method with D4W Marketing, templates must be set prior to ensure the correct content is sent to patients. 

The following options will only be available if DMMi Automatic is configured.

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 Debtors and Marketing > Mail Merge Setup tab
  2. Mail Merge Category: Queries
  3. Select the relevant reminder, e.g. Patient Reactivation
  4. Tick DMMi Batch     
                                        
    1. SMS Template: Click the Edit icon to build the SMS template  
    2. Letters Template: Select the relevant post reminder to be used
    3. E-mail Template: Select the relevant e-mail reminder to be used 

Send a D4W Marketing Campaign

Once the templates have been selected for the query, the following can be completed. 
  1. Go to Debtors and Marketing > Queries tab
  2. Generate the Query batch
  3. Once the batch has been created, see the Print/Send section
    1. Select Recall Letters
      1. Click Send   
                                                                                                                   
      2. Click Send SMS     
                                                                                                                                                                                                        
        1. Click Select Ready
        2. Click Send                       
        3. Click Exit         
                                                                                            
          1. Click Export Patients and the remaining patients will be sent per the template settings in Mail Merge Setup 
Info
Generate a Batch using a User-Defined Query

Automated D4W Marketing

Send New Patient Welcome Pack via D4W Marketing

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 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

Set 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, 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   
       

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