On Demand Manual D4W Marketing in Dental4Windows

On Demand Manual D4W Marketing in Dental4Windows

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Listed below are instructions on how to create and send manual batches on demand for those ad hoc occasions, closures that only require one campaign, such as: Sending Recall batches manually, Holiday/Christmas greetings to patients and 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 


Export Patient list for D4W Marketing New Patient Welcome Packs

D4W Marketing allows users to manually export new patients data to upload the list in the D4W Marketing Portal to send New Patient Welcome Pack Communication.

For patients to be included in this list, the appointment must be set with the N status

Run the Report

  1. Go to Appointment Book > Reports menu
  2. Export eMarketing List
    1. Type: Select Welcome Pack
    2. Booked/Attended: Select the period to base this list on 
    3. Location: Select the location or <Any Location> from the drop list if applicable 
    4. Appointment books: Select the appointment book/s to include in the list 
    5. Include Patients previously sent this message: Tick to include patients who have previously been sent a Welcome Pack (not recommended)
    6. Click Generate

New Patient List 

A list of all new patients with appointments created in a specific period with the status N will show in this list.

  1. Highlight patient/s 
  2. Click Export List
  3. Save the list in to later import in the D4W Marketing Portal

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