Use Queries Automation in Dental4Web to create batches and automatically send any type of user defined communication, such as birthday messages, promotions and / or seasonal event notifications to name a few.

Find out more about Query batches here

Learn more about Automation here

Where to Find the Queries Automation Page

All instruction below are completed in the Automation page > Queries tab

Set Up Automated Birthday Messages via Queries

IMPORTANT: If the Practice is open seven days per week, the below instructions are all that is needed. If the Practice is closed ANY day of the week, complete the below and e-mail support@centaursoftware.com.au to finalise set up. 

1. Automation page > Queries tab
2. Select General (Automation) under Birthdays (Automation)
   
3. Set / Type sub-tab
   
1. Set Name: Birthdays (Automation)
   
2. Location: Select the Location 
   
3. Exclude the following Patient Categories: Select the categories to exclude
   
4. Exclude patients not seen in: Enter the months patients must have visited the practice within
   
5. Exclude patients who have appointments: Enter days to exclude if patient is coming in for an appointment. It is not recommended to exclude upcoming appointments for Birthday messages. 
   
6. Exclude those with BAD DEBT: Tick to exclude bad debtors 
   
7. Exclude if a family member: Tick to only send to Family Heads. It is not recommended for Birthday messages, as all patients within the criteria should receive them.
   
8. Duty of Care: Tick if this message must be sent, even to patients who previously unsubscribed to the message
   
   
4. Reminders sub-tab
1. Order the templates: Place a number against the communication method(s) the Birthday message will be sent. E-mail is more commonly used for Birthday messages. If more than one method is set up, D4Web will send in the order selected. If a patient has both methods set as their preferred contact method, they will receive via the first method only. The example below is for e-mail only. Patients must have an e-mail address entered and e-mail selected as a preferred contact method.  
   
2. Setup Templates: Against the method(s) this message will be sent via, click on the Add or Edit icon to design the template
   
   
5. Schedule sub-tab
1. Set the Frequency: Select Daily
   
2. Set the Timing: Set the Start Date and the Run Time to send the messages
   
3. Patients who have Birthdays: Select Simple, Today
   
4. Check Upcoming Run Dates: Click to check the settings
   
5. Notifications: Leave un-ticked as this applies to Appointment-related messages only
   
6. Enable: Tick to enable the automated batch, which will begin on the set date and time and continue from then
   

Temporarily Stop Automation Queries from Sending SMS and E-mail Messages

1. Automation page >  Queries tab
2. Select the required Queries Type
3. Go to Reminders sub-tab
1. Change the Template Order for all reminders (except Phone Call Template) to (---)
2. Change the Template Order for Phone Call to 1
   
   
4. Repeat the process for each Queries Type if needed

A Manual Query can be created to capture patients missed while the batch is disabled.

Resume Sending Automation Queries by SMS and E-mail

1. In the Batches sub-tab:
2. Highlight the batch row
   
3. Click on the Message icon
   
1. In the 'Dental4Web SQL Messages' window, Highlight the messages to resend
   
2. Click the REPROCESS BATCH button