Whether you’re advertising discounts or notifying providers of your new practice location, Genie can help you contact a lot of people with little effort.
This article will show you how to send SMSs, personalised letters and emails to multiple patients or providers. You can use this functionality to perform a number of things such as:
- Advise today’s patients the doctor is running late.
- Email a promotion to your patients.
- Send a Happy Birthday message to patients with birthdays this week.
- Contact your referring providers about a change in practice details.
- Send a letter of thanks to your top referrers.
To do a bulk SMS or mailout, you will need to first generate the list of people to contact. Go to Open > Patients (to contact patients) or Open > Address Book (to contact providers) and generate the list of people. It may be all GPs you have in your database, or patients who have visited the practice recently. If you’re advertising a promotion, you may like to include those patients with a particular problem or proposed surgery.
In the Patient list, there are a number of pre-formatted searches available through the Patients menu (e.g. ‘Today’s Appointments’ or ‘Find Birthdays’). The Address Book list has several options at the top of the window, including a ‘Referrers’ button to display referrers from a particular date range, and a ‘Specialty’ drop down menu to find providers from a particular discipline.
If you would like to do a more advanced search, go to Records > Search. For more information on using this window refer to the Using QuickReports article.
Once you have generated the list of people, follow the steps below to create the letter or message.
Note: Genie will create an email/letter/SMS for every record currently displayed in the list, regardless of which records are highlighted. If you only want to contact a selection of records, highlight these, then go to Records > Use Selected to leave only these records on display.
Exporting Email Addresses
If you would like to export email addresses and other Patient/Address Book information to Excel for use outside of Genie, you can follow the steps outlined in our article on Exporting the Address Book. The exporting steps can be applied to both the Patient list and Address Book records.
For advertisements and promotions, you can create a personalised letter or email using Merged Letter Templates.
Once you have generated a list of patients or providers you would like to contact, click the icon at the top of the window, then click ‘Merged Letter’ to create a new template. If you’re not familiar with this window you may wish to refer to the Customising Letter Templates article for more detailed instructions.
When you are happy with how the template looks, you can do one of the following:
Print the letters in bulk, using the icon in the top left corner.
Email the letters in bulk, by clicking the icon. When prompted, choose whether to send the letter in the body of the email, or as an attachment. If some of the patients don’t have an email recorded, Genie will also ask if you would still like to create emails for these patients. Genie will then create the emails, which you will find in the Out folder of Open > Email.
To send these out, click the Get Mail button in this window, and then ensure the Send icon appears in the Send/Receive window so that Genie is able to send your outgoing messages. Click OK, and your email account will start sending the emails.
It is important to mention that email is not a secure method of communication and as such the sending of sensitive information via email is not advised. Medically sensitive information should be sent using a secure third-party correspondence program.
Please note that the Email module must be configured to be able to send emails from within Genie. For more information on configuring the Email module and emailing letters, see the Emailing Correspondence article.
If you would like to send multiple patients or providers a quick message, you can do this using the bulk SMS functionality.
Once you have generated the list of people you would like to contact, click the button at the top of the window.
If some of the displayed records don’t have a mobile number, or are marked as ‘No SMS’ in their record, Genie will let you know:
If you choose to go ahead with sending the SMSs, the following window will open where you can enter the desired message:
Clicking ‘Send’ will send the SMS to the currently listed patient/provider records.