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Engagement: Send an Email Campaign (NEW)
Engagement: Send an Email Campaign (NEW)

Learn how to send an email campaign using templates created in the new Builder

Erika Gardner avatar
Written by Erika Gardner
Updated over a week ago

Sending 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:

Note: Only users with Admin permissions have access to this feature.

Send an Email Campaign to Existing Patients

You have the ability to send an email campaign to your patients from multiple areas of your Engagement module:

Bulk Action or 3-Dot Menu

To send an email campaign using Bulk Action, click on the Patients dashboard in the left side menu of Engagement. Click on the checkbox at the top of the patient list to select all patients, then click Bulk Action. From the dropdown menu, choose Send an email campaign.

To send an email campaign using the 3-dot menu, click on the 3-dot menu next to the patient name. Hover over Communication, and choose Send an email campaign.

Once you've selected to send an email campaign using Bulk Action or the 3-dot menu, follow the prompts to finish sending your message:

  1. Select a template. Then, click Continue

  2. Review the email template and make any changes if necessary, then click Continue

  3. Next, add your email campaign details:

    1. Update the internal name of your campaign (for internal use only; not shown to recipients)

    2. Update the email subject line (visible to recipients)

    3. 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)

  4. Selected recipients will show in the Recipients section (these cannot be modified at this point)

  5. Next, select to send your email campaign now or at a future time

  6. When you're finished, click the blue Send button in the bottom right corner to send your email campaign

Campaigns Dashboard

To send an email campaign from the Email Campaigns dashboard:

  1. Click on the Email Campaigns tab in the left hand navigation, then click Campaigns

  2. Click the blue Create campaign button in the upper right corner

  3. Next, select a template. Then, click Continue

  4. Review the email template and make any changes if necessary, then click Continue

  5. Next, add your email campaign details:

    1. Update the internal name of your campaign (for internal use only; not shown to recipients)

    2. Update the email subject line (visible to recipients)

    3. 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)
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  6. 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.

  7. Next, select to send your email campaign now or at a future time

  8. When you're finished, click the blue Send button in the bottom right corner to send your email campaign


Send an Email Campaign to Prospective Patients

Follow the steps below to learn how to send an Email Campaign 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. Click here to learn more about unlinked patients.

  1. Click on the Email Campaigns tab in the left hand navigation, then click Campaigns

  2. Click the blue Create campaign button in the upper right corner

  3. Next, select a template. Then, click Continue

  4. Review the email template and make any changes if necessary, then click Continue

  5. Next, add your email campaign details:

    1. Update the internal name of your campaign (for internal use only; not shown to recipients)

    2. Update the email subject line (visible to recipients)

    3. 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)
      ​

  6. Choose to select target recipients From a file and then click Format example to download a CSV file template

  7. For single location email campaigns: The CSV file must include each recipient's first name, last name, and email address

  8. 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.

  9. 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

  10. Next, select to send your email campaign now or at a future time

  11. 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:

  1. Access Engagement Settings by clicking on the Settings gear in the upper right corner

  2. Click on the Services tab, then click on Status and locate the Bridge status line item

  3. Click on View Status Link

  4. 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 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:

  1. Access the Patients tab

  2. Click on the patient's name to open their patient card

  3. From the patient card, click on the Settings gear in the top right corner

  4. Click on the Communication Preferences tab and select the Email messages opt-out checkbox to stop the patient from receiving email messages

  5. 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.

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