Queries Batches in Dental4Web

Queries Batches in Dental4Web

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Queries can be generated to view and/or communicate with a list of patients that meet a filter. Some examples of possible Query batches types may include: Promotional/Marketing, Treatment related, Notifications. Correspondence related to the Query Type can include Letters/ E-mails, SMS, Phone Lists, Address labels

Where to Find the Queries page

Click the navigation menu > Debtors and Marketing > Queries page
InfoEnsure the template(s) associated with Simple Query are updated to suit this campaign before sending.

Generate a Batch using Simple Query Wizard

The below instructions will find all patients whose last visit was before a set date. 
  1. Select Type: Simple Query Wizard
    1. Batch Name: Enter the name of the batch
    2. Provider: Select a Provider or All Providers
    3. Exclude the following categories: Ensure all patient categories to be excluded are selected
    4. Excl. patients not seen in: Only enter a number to exclude patients not seen in as many months
    5. ... and mailed this letter within: Only enter a number to exclude patients who have received this exact query in as many months
    6. ... and have appts over next: Only enter a number to exclude patients who have upcoming appointments in as many days
    7. Click RETRIEVE

  2. Select filter Criteria:
    1. Column: Select the field, e.g. Last Visit
    2. Operator: Select from the list, e.g. > Than or Equal To
    3. Value: Enter the value, e.g. 01/01/2025
    4. Logical: Choose And to define a finish date of the search, or more filters such as Age (optional)

    5. Click OK
      Info
      Click here for Simple Query filter examples
  3. Highlight: All Rows, or manually select those to include
    1. Click CREATE BATCH
  4. Print/Send
    1. Select Query Letters

Send EMAIL 

If EMAIL is selected, a list appears if any patients cannot be sent an e-mail
  1. Click CONTINUE

  2. Click NEXT and PREVIOUS to scroll through the patients
  3. Click SEND to send the e-mails

Send SMS

If SMS is selected, a list appears. Before attempting to send, view the Legend flags in the "R" column. Only those with a green flag are ready to send.
  1. Legend Descriptions can be viewed by clicking SHOW LEGEND

Before sending SMS
  1. Each row also has an Edit option. You are able to edit an individual SMS message if required

To send the SMS that are ready to go: 
  1. Click SELECT READY
  2. Click SEND

Send LETTER

If PRINT is selected, a letter preview appears.
  1. Click NEXT and PREVIOUS to scroll through the patients
  2. Click PRINT CURRENT to print only the current letter
  3. Click PRINT ALL to print all the highlighted recalls
     

Generate a Batch using Extended Query Filter

Queries can be generated to view and/or communicate with a list of patients that meet a filter. The below instructions will find all patients whose Date of Birth is Today.
InfoEnsure the template(s) associated with your Query are updated to suit this campaign before sending.
  1. Type: Extended Query Wizard
  2. Batch Name: Enter the name of the batch
  3. Provider: Select a Provider or All Providers
  4. Exclude the following categories: Ensure all patient categories to be excluded are selected
  5. Excl. patients not seen in: Only enter a number to exclude patients not seen in as many months
  6. ... and mailed this letter within: Only enter a number to exclude patients who have received this exact query in as many months
  7. ... and have appts over next: Only enter a number to exclude patients who have upcoming appointments in as many days
  8. Click RETRIEVE
  9. Use the Functions, Columns, Operators and Values to build a filter 
  10. Click OK
  11. Highlight: All Rows, or manually select those to include
  12. Click CREATE BATCH

Generate a Query by Date and Procedures

The Query by Date and Procedures generates a list of patients who have had specific treatment in a period of time. 
InfoEnsure the template(s) associated with your Query are updated to suit this campaign before sending.
  1. Type: Query by Date and Procedures
  2. Batch Name: Enter the name of the batch, e.g. Extraction Followup
  3. Provider: Select a Provider or All Providers
  4. Exclude the following categories: Ensure all patient categories to be excluded are selected
  5. Excl. patients not seen in: Only enter a number to exclude patients not seen in as many months
  6. ... and mailed this letter within: Only enter a number to exclude patients who have received this exact query in as many months
  7. ... and have appts over next: Only enter a number to exclude patients who have upcoming appointments in as many days
  8. Period: The period refers to the date the treatment was completed (entered in Treatment tab)
  9. Items: Enter item(s) to base the query on, e.g. 311, 312,322
  10. Click RETRIEVE
  11. Highlight: All Rows, or manually select those to include
  12. Click CREATE BATCH
  13. Print/Send
    1. Select Query Letters
  14. Follow the Send EMAIL, SMS, LETTER instructions as per above

Generate a Treatment Plan Incomplete Query

The Treatment Plan Incomplete Query generates a list of patients who have an active (or inactive) Treatment Plan which has outstanding items on it over a period. 
InfoEnsure the template(s) associated with your Query are updated to suit this campaign before sending.
  1. Type: Treatment Plan Incomplete
  2. Batch: New Batch
  3. Batch Name: Enter the name of the batch, e.g. Incomplete Plans May2025
  4. Plan Status: Select from either active or inactive radio button
  5. Provider: Select a Provider or All Providers
  6. Exclude the following categories: Ensure all patient categories to be excluded are selected
  7. Excl. patients not seen in: Only enter a number to exclude patients not seen in as many months
  8. ... and mailed this letter within: Only enter a number to exclude patients who have received this exact query in as many months
  9. ... and have appts over next: Only enter a number to exclude patients who have upcoming appointments in as many days
  10. Period: The period refers to the date the Treatment Plan was created
  11. Items: Enter item to only show patients with those specific items outstanding or leave blank for any items
  12. Click RETRIEVE
  13. Highlight: All Rows, or manually select those to include
  14. Click CREATE BATCH

  15. Print/Send
    1. Select Query Letters
  16. Follow the Send EMAIL, SMS, LETTER instructions as per above

Generate a Treatment Incomplete Query

The Treatment Incomplete Query generates a list of patients who have items in Treatment yet to be invoiced and the Treatment Complete Tick box is empty.
InfoEnsure the template(s) associated with your Query are updated to suit this campaign before sending.
  1. Type: Treatment Incomplete
  2. Batch: New Batch
  3. Batch Name: Enter the name of the batch, e.g. Incomplete visits May2025
  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: Only enter a number to exclude patients not seen in as many months
  7. ... and mailed this letter within: Only enter a number to exclude patients who have received this exact query in as many months
  8. ... and have appts over next: Only enter a number to exclude patients who have upcoming appointments in as many days
  9. Period: The period refers to the date the Treatment was created
  10. Click RETRIEVE
  11. Highlight: All Rows, or manually select those to include
  12. Click CREATE BATCH

  13. Print/Send
    1. Select Query Letters
  14. Follow the Send EMAIL, SMS, LETTER instructions as per above

Generate a Batch using a User-Defined Query

Once a User-Defined Query Template has been created, it will be available in the list of queries available in the Queries page.
Info
Ensure the User Defined Query Templates and filters are updated to suit this campaign before sending
  1. Type: Select the relevant query
  2. Batch Name: Enter the name of the batch
  3. Provider: Select a Provider or All Providers
  4. Exclude the following categories: Ensure all patient categories to be excluded are selected
  5. Excl. patients not seen in: Only enter a number to exclude patients not seen in as many months
  6. ... and mailed this letter within: Only enter a number to exclude patients who have received this exact query in as many months
  7. ... and have appts over next: Only enter a number to exclude patients who have upcoming appointments in as many days
  8. Items: Only enter item(s) if the batch should only include patients who have had these items performed in the Period entered (below)
  9. Period: If item(s) are present, this field relates to when the items were performed, if no items are entered, this field relates to the patients First Seen date
  10. Click RETRIEVE
  11. The filter associated with this User-Defined Query will appear:
    1. Editing is possible, otherwise, click OK to proceed

  12. Highlight: All Rows, or manually select those to include
  13. Click CREATE BATCH
  14. Print/Send
    1. Select Query Letters
  15. Follow the Send EMAIL, SMS, LETTER instructions as per above

Duty of Care

When a patient unsubscribes from a query (for example; a reactivation query) they will not be sent any further correspondence from Queries by that method. Sometimes a particular message must be received by all patients, and therefore the unsubscribe can be overwritten. 
  1. Create the query as required
  2. Tick Duty of Care box, to overwrite the patient's unsubscribe status before sending EMAIL, SMS, LETTER

Info
Learn more about Patient unsubscribing here

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