Setup & Manage Patients Mail Merge in Dental4Windows

Setup & Manage Patients Mail Merge in Dental4Windows

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Listed below is how to Setup patient registration SMS template and add unsubscribe option to templates.

Setup Patient Registration SMS Template

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With the Automated Patient Upon Registration SMS activated (link coming soon), setup the SMS template. 

  1. Go to Debts/Marketing > Mail Merge Setup tab 
  2. Select the Mail Merge Category: Patients 
    1. Select Patient Registration 
    2. Click the edit icon to create the template 

      1. When writing the template, see the Insert menu for input fields
      2. Go to Template menu > Update to save
      3. Go to Template menu > Exit 

Add Unsubscribe Option to Templates

InfoOnce the Unsubscribe feature is activated, each active template should have the option to opt-out added, so patients can respond and automatically be removed from the list. 

Templates are setup in multiple areas of Dental4Windows/PracticeStudio, choose the relevant section from the below list and then follow the steps. 

Where to Find Templates
Appointments (SMS only): Go to Debtors and Marketing > Mail Merge Setup tab > Mail Merge category: Appointments > Select relevant template > Click Edit SMS Template icon 
Recalls (Manual): Go to Debtors and Marketing > Mail Merge Setup tab > Mail Merge category: Recalls > Select relevant template > Click Edit SMS Template icon 
Queries (Manual): Go to Debtors and Marketing > Mail Merge Setup tab > Mail Merge category: Queries > Select relevant template > Click Edit SMS Template icon 
Automation (Appointment Reminders, Recalls and Queries): Go to Location Management > Automation tab > Appointments/Recalls/Queries sub tab > Reminders sub tab > Select the relevant reminder > Click Edit SMS Template icon 

Add Unsubscribe Input Field to SMS Templates
  1. With the relevant template in view
  2. Write 'Reply STOP to opt-out'
  3. Template menu > Update
  4. Template menu > Exit

Add Unsubscribe Input Field to E-mail Templates
E-mail templates must have a hyperlink added so patients can click on the link to unsubscribe from the e-mail. Instructions on how to access the Input Fields will differ depending on the version of MSWord or Rich Text Editor being used. 
  1. With the relevant template in view
  2. Go to Insert D4W > Input Fields
    1. Tick Hyperlink
    2. Select Unsubscribe Link
    3. Click OK