As a part of our March 2024 release, we've completely revitalized our Email Campaign Template feature into a completely customizable and easy-to-use template builder. The legacy version of Email Campaign Templates will no longer be updated.
Check out our resources below to learn more:
Creating email marketing campaigns that are engaging and informative for current and prospective patients is a breeze in Engagement. In this article, you'll learn how to:
Watch this short video to learn more about creating Email Campaigns in Engagement.
Note: Only users with Admin permissions have access to this feature.
Create an Email Campaign for Existing Patients
Follow the steps below to learn how to create an Email Campaign and send it to existing patients within Engagement.
Access the Email Campaigns tab in the left hand navigation
Click the blue Create campaign button in the upper right corner
Within the Create campaign window, select target campaign recipients by Practices(s) and Filters available within your Patient Filters Library. Note: Patient filters within Analytics and the Patient Finder are not currently available options within email campaigns.
If your applied filters do not capture any patients within the campaign, the following error message will show: "No patients match the criteria of selected filter - please change the filter selection"
Add your email campaign details in the formatting section to the right. Include a Subject line and Message. Insert an existing template and include placeholders by choosing them from the dropdown menus available.
Next, choose from the following options:
Attache a file to an email: Select to attach files to send to all patients captured within the filter selected (Important note: Files attached here are sent to all patients. Be careful not to attach any Personal Health Information)
Choose a time to send: Select to send your email campaign now or at a future time
Send a test email to: You may also enter a test email address to see how your email campaign appears when delivered
When you're finished, click the blue Send button in the bottom right corner to send your email campaign.
Note: Emails sent from within Engagement will be sent from a generic no-reply address that includes your practice name.
Create an Email Campaign for Prospective Patients
Follow the steps below to learn how to create an Email Campaign and send it to prospective patients within Engagement.
Important note: Recipients listed in the uploaded CSV file will not be linked to any chart in your Practice Management Software (PMS) and can be created or removed later. These recipients will be shown as Unlinked Patients in the Engagement Patients Dashboard.
Access the Email Campaigns tab in the left hand navigation
Click the blue Create campaign button in the upper right corner
Within the Create campaign window, choose to select target recipients From a file and then click Format example to download a CSV file template
For single location email campaigns: The CSV file must include each recipient's first name, last name, and email address
For multi-location email campaigns: The CSV file must include each recipient's first name, last name, email address, and practice GUID. What's a GUID?
Important note: If you do not add a GUID to the CSV file that you upload to your email campaign, the email will be sent out from the location that you are currently logged in on.
When the CSV file has all of the recipient data added, save it and then click Choose file to upload your saved file and add your recipients to the campaign
Next, add your email campaign details. Include a Subject line and Message. Insert an existing template and include placeholders by choosing them from the dropdown menus available.
Next, choose from the following options:
Attach a file to an email: Select to attach files to send to all patients captured within the filter selected (Important note: Files attached here are sent to all patients. Be careful not to attach any Personal Health Information)
Choose a time to send: Select to send your email campaign now or at a future time
Send a test email to: You may also enter a test email address to see how your email campaign appears when delivered
When you're finished, click the blue Send button in the bottom right corner to send your email campaign.
Note: Email campaigns are limited to 15,000 emails sent per campaign per practice. For example: If 3 practice locations are selected, each practice has the ability to reach up to 15,000 patients (for a combined total of 45,000 emails sent). Any amount above the 15,000 limit will not be included in the email campaign.
What's a GUID? (Multi-Location Users)
A practice GUID is the globally unique identifier that we use to associate an email campaign recipient with a particular practice.
If you would like to send an email campaign to prospective patients across multiple locations that are not already patients in Engagement, you must associate each recipient with a GUID (practice location) in the CSV file that you upload.
Important note: If you do not add a GUID to the CSV file that you upload to your email campaign, the email will be sent out from the location that you are currently logged in on.
To locate each practice GUID, follow these steps:
Access Engagement Settings by clicking on the Settings gear in the upper right corner
Click on the Services tab, then click on Status and locate the Bridge status line item
Click on View Status Link
Review the GUID column to see all practice location GUIDs and then copy/paste the GUID into the CSV file
Track Sent and Scheduled Email Campaigns
Email Campaigns are shown in the Email Campaigns dashboard as well as the Communication log of the patient card in Engagement.
Opt Patients Out of Receiving Email Campaigns
If you would like to manually opt a patient out of receiving emails from your practice, please do the following:
Access the Patients tab
Click on the patient's name to open their patient card
From the patient card, click on the Settings gear in the top right corner
Click on the Communication Preferences tab and select the Email messages opt-out checkbox to stop the patient from receiving email messages
Click Save to apply your changes
Note: Opting a patient out of email messages will prevent them from receiving emailed appointment reminders and other email communications (such as email campaigns). They will still be able to receive appointment reminders and messages via text.
Patients can personally choose to opt out of email communication by clicking on the unsubscribe link found in the footer of every Engagement email.
If a patient has personally opted out of emails by clicking unsubscribe, this will prevent them from receiving future emailed reminders and other email communications, including any that are currently scheduled. They will still be able to receive appointment reminders and messages via text.
Important note: If a patient has opted out manually or personally from emails (or any other form of communication), you are not notified. There is currently no way to generate a list of patients that have opted out of communications.