Setup & Manage D4W Marketing

Setup & Manage D4W Marketing

Quote
D4W Marketing allows users to communicate with patients via multiple channels, including SMS, e-mail, post and social media for a variety of reasons, such as recall reminders, marketing campaigns and appointment-based communication. 
Listed below is how to get started, access D4W Marketing portal, add new templates, patient unsubscribe from D4W Marketing and export patient list for D4W Marketing post visit survey for both Dental4Windows & Dental4Web

Getting Started with D4W Marketing

As with all insistent tasks, the most efficient method of sending communication to patients is via automation, however, D4W Marketing provides sufficient flexibility to suit each users needs. 

InfoFor those who do not have D4W Marketing, schedule a demo here. 

Campaign Manager Service

Included in the D4W Marketing service, you have access to an experienced Campaign Manager who will work with you to build a marketing plan.
Further to that, we will set up any automated tasks for you, and teach you how to use the queries (marketing) module in Dental4Windows/Dental4Web and the D4W Marketing portal. 
Info
  1. More Information on the Campaign Manager Service.
  2. If you are already set up with D4W Marketing, schedule a session with the Campaign Manager here. 

Sending Methods from Recalls

There are two methods for sending Recall Reminders via D4W Marketing; Automated and Semi-Automated. Select the method that best suits your practice.

Option A: Automated Recalls
Sending Recall Reminders is a repetitive task each day/week/month and is often subject to human error. Automating Recall Reminders allows for the exact same settings to be used each day/week/month when generating the batch, and automatically sending SMS, E-mail and/or Post reminders to patients.

Option B: Semi-Automated
You will manually generate the Recall Batch in Dental4Windows/Dental4Web then send SMS, E-mail and Post.
D4W Marketing will automatically send E-mail and Post to the Patients from Recalls

D4W Marketing Automated Sending Explained

The Automated Sending via D4W Marketing allows for Recalls, Queries and/or Appointment-based batches to automatically generate and send to patients based on preset settings and templates. 
Patients will receive the communication via either SMS, E-mail or Print, depending on both their Send To preferences and the order of sending set by the practice.
For example, the system will send SMS first, then send e-mail to all patients who did not receive the SMS, and finally post the remaining patients on the campaign.
Info
To check communication methods / Send to preferences for your patient:

Dental4Windows users

Access D4W Marketing Portal 

Once D4W Marketing has been set up, users can easily access the portal from Dental4Windows
  1. Go to Go To > D4W Marketing

  2. The D4W Marketing Portal will open

Add new D4W Marketing Templates

As new D4W Marketing templates are created, they are added to D4W in the next update.
If required, you can add these new templates manually
This option is only available when you have enabled Automatic D4W Marketing.
  1. Go to Location Setup > System Tables tab
  2. System Table: DMMi Templates

  3. Click Add

  4. Enter the Template ID and Template Description

  5. Click OK

Setup Automation Templates for D4W Marketing users

Automated Recalls
To have recall batches automatically generate and send via D4W Marketing, schedule a time with Centaur's Recall Automation Conversion Consultant. 
Unlike Recalls, Queries can be set as Manual, Semi-Automated and/or Fully Automated. Each Query Type can have its own settings. 
Automated Queries allows users to set regular communication that does not change as automated, for example: Reactivations

Appointment-Based Communication
D4W Marketing can send two appointment-based communications to the patient: Post Visit Survey and New Patient Welcome Pack
The system will build a batch of patients based on their Appointment Statuses, e.g. New Patient and Attended, then send them the relevant content. 

Export Patient list for D4W Marketing Post Visit Survey

D4W Marketing allows users to manually export patients data to upload the list in the D4W Marketing Portal to send Post Visit Survey Communication.
For the system to include patients in this list, you must set the appointment with the A status
  1. Go to Appointment Book > Reports menu
  2. Export eMarketing List
  3. Type: Select Post Visit Surveys
  4. Booked/Attended: Select the period to report on
  5. Location: Select the location or <Any Location>, if applicable 
  6. Appointment books: Select the appointment book/s to include in the list 
  7. Include Patients previously sent this message: Tick to include patients who have previously been sent a Post Visit Survey (not recommended)
  8. Click Generate

Patient List 

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

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

Patient Unsubscribe from D4W Marketing

Patients can unsubscribe from e-mails sent from Dental4Windows through D4W Marketing.
Forty-eight hours after the scheduled date/time of the recall or query, your practice will receive an e-mail from D4W Marketing with a spreadsheet attachment.
The spreadsheet will include a status column. If a patient has unsubscribed, this column will reflect it
If the patient unsubscribes later than 48 hours after the scheduled date/time of the recall or query, this spreadsheet will not indicate them as unsubscribed. The spreadsheet will include this after the next recall or query. As the patient has unsubscribed, they will not receive any further e-mails.


Setting a Patient as Unsubscribed
  1. Go to Patient Records > Patients tab > Address sub-tab
  2. Search for a Patient
  3. Click  button to change the Send Recalls/Queries/Appt. Reminders sending method

  4. Untick the E-mail checkbox. The patient will no longer receive e-mails, but will still receive SMS (if selected). If the patient does not want to receive SMS, untick SMS as well.

  5. Repeat this process for each contact method as required.

Dental4Web users

Access D4W Marketing Portal 

Once D4W Marketing has been set up, the portal can be easily accessed from Dental4Windows. 
  1. Click the hamburger menu > D4w Marketing

  2. The D4W Marketing Portal will open

Add new D4W Marketing (DMMi) Templates

As new D4W Marketing templates are created, they are added to Dental4Web System Tables group: DMMi Templates, in the next update.
Alert
This option is only available when you have enabled Automatic D4W Marketing
If required, you can add these new templates manually.
Info
For instruction on System Table Setup for DMMi Templates, click here.                 

Setup Automation Templates for D4W Marketing users

Automated Recalls
To have recall batches automatically generate and send via D4W Marketing, we recommend that you schedule a time with Centaur's Recall Automation Conversion Consultant first. 
Unlike Recalls, Queries can be set as Manual, Semi-Automated and/or Fully Automated. Each Query Type can have its own settings. 
Automated Queries allows users to set regular communication that does not change as automated, for example: Reactivations
Appointment-Based Communication
D4W Marketing can send two appointment-based communications to the patient: Post Visit Survey and New Patient Welcome Pack
The system will build a batch of patients based on their Appointment Statuses, e.g. New Patient and Attended, then send them the relevant content. 

Patient Unsubscribe from D4W Marketing

Patients can unsubscribe from e-mails sent from Dental4Web through D4W Marketing.
Forty-eight hours after the scheduled date/time of the recall or query, your practice will receive an e-mail from D4W Marketing with a spreadsheet attachment.
The spreadsheet will include a status column. If a patient has unsubscribed, this column will reflect it.

Notes
If the patient unsubscribes later than 48 hours after the scheduled date/time of the recall or query, this spreadsheet will not indicate them as unsubscribed.
This will be included in the spreadsheet after the next recall or query. As the patient has unsubscribed, they will not receive any further e-mails.
Setting a Patient as Unsubscribed
  1. Click the navigation menu > Patients > Patients page > Address tab
  2. Search for a Patient
  3. Click  to change the Send Recalls/Queries/Appt. Reminders sending method

  4. Untick the E-mail tick box.
    The patient will no longer receive e-mails, but will still receive SMS (if selected). If the patient does not want to receive SMS, untick SMS as well

  5. Repeat this process for each contact method as required.

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