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How to create and send an SMS to one or multiple patients using Broadcasts

Last updated   ∙   ~ minute read
 

Best Practice - Medical Director (Pracsoft) - Zedmed

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HotDoc Broadcast sends targeted SMS messages to patients from your practice's database. It uses information synced from your database to allow you to target messages to a specific segment of your database. It is important to note that:

  • We will only send one SMS to each mobile number
  • Any patients who share a mobile number (e.g. Guardian and dependants) will only receive the one SMS Broadcast
  • Any patient without a mobile number will not be sent an SMS (and therefore you will not be charged)
  • If a patient file has a mobile number entered in the home phone field in your clinical software, we will identify this and send an SMS to the patient. 

Read the guide below to learn how to create and send a HotDoc Broadcast.

 

   In this article

 

Video

This video will give you an overview of Broadcasts, along with a brief demonstration of how to send a simple broadcast. If your requirements are more complex than shown in the video, more information can be found in the rest of the article below. 

 

 

Creating a Broadcast SMS using patient phone numbers

  1. In your HotDoc Dashboard, go to Broadcasts > New Broadcast on the left hand side 

  2. Here you can use an existing template by selecting one of the templates, or you can create a broadcast from scratch by clicking New Custom Broadcast:

    Screen_Shot_2022-03-16_at_2.41.21_pm.png

  3. If you're creating a new custom broadcast, select Send using patient phone numbers then Next:
    Screen_Shot_2021-11-03_at_4.37.42_pm.png

  4. Enter a Broadcast name and type out the message in the box provided. If you've selected a template option, it will pre-fill the suggested text for you. You can edit this text from the SMS message box on the left.

    Screen_Shot_2021-11-03_at_2.29.11_pm.png

    Please note: Under the preview message box, you will see how many credits each message will use. One credit is equivalent to one SMS containing up to 160 characters.

  5. You can add placeholders which automatically populates information for you by clicking Insert placeholder and selecting drop-down menu and select an option from the list. 

    • Note: If selecting Practitioner booking page, select the practitioner you would like patients to book in the Select Practitioner field:

      Screen_Shot_2021-11-05_at_4.22.53_pm.png

  6.  Decide how you would like to send to patients :
    • You can manually enter in patient's mobile numbers in the Patient Mobile Numbers box at the bottom right hand side of the page, then press Next step: 
      Screen_Shot_2021-11-03_at_4.44.24_pm.png

    • You can upload a CSV file of patient mobile numbers from your practice management software clicking Browse Files to select a file, or drag and drop this file directly from your computer into the blue box. Select Next step to continue. 

      Note:       Ensure the first column of the .CSV file contains patient mobile numbers
      broad__1_.png
          •  

      To learn more about how to export a CSV file from your practice management software (PMS), please visit the appropriate link below:

      If you require extra assistance generating the report, please get in touch with your PMS i.e. Best Practice.

  7. You will now see a full summary of the details you selected for your broadcast. Here you can:
    • Send a demo message to yourself by entering your mobile number and clicking on the green Send demo button
    • Save as draft to send later
    • Click Send SMS to start sending.

      Screen_Shot_2021-11-03_at_4.56.38_pm.png

  8. Confirm the details of the broadcast are correct and select Send Broadcast to # patients button to begin sending the messages, otherwise select the Cancel button. 

    Screen_Shot_2021-11-17_at_12.50.57_pm.png

  9. You'll then see the Broadcast details overview. If required, you can stop the broadcast from sending by clicking the click the Stop sending broadcast:

    e.png
     
  10. You can also view a Broadcast's status by going to the Broadcast History section of the Dashboard. 

 

Creating a Broadcast SMS using a Patient ID .CSV or filtering 

  1. In your HotDoc Dashboard, go to Broadcasts > New Broadcast on the left hand side 
     
  2. Here you can use an existing template by selecting one of the templates, or you can create a broadcast from scratch by clicking New Custom Broadcast:

    Screen_Shot_2022-03-16_at_2.41.21_pm.png

  3. If you you're creating a custom broadcast, select Send using patients or by selecting a target audience then Next.

    Screen_Shot_2021-11-03_at_5.03.00_pm.png

  4. Create a name for the Broadcast in the Name field and add your message. You will then see how many credits your message will use.

    Screen_Shot_2021-11-03_at_2.29.11_pm.png

    Please note: Under the preview message box, you will see how many credits each message will use. One credit is equivalent to one SMS containing up to 160 characters.

     

  5. You can add placeholders which automatically populates information for you by clicking Insert placeholder and selecting drop-down menu and select an option from the list. 

    • Note: If selecting Practitioner booking page, select the practitioner you would like patients to book in the Select Practitioner field:


      Screen_Shot_2021-11-05_at_4.22.53_pm.png

       

  6. Next, decide how you would like to send to patients either by manually selecting the audience (target filtering) or uploading a CSV file:
    • Manually select audience
      Select the Manually Select Audience radio button, then use the filtering options relevant to your search to determine which patients will receive the broadcast. Press Next step to continue and skip to step 7 below:
      Type_in_the_age_range_of_the_patients__3_.png
      Screen_Shot_2021-11-03_at_5.27.36_pm.png

    • Upload CSV file of patient IDs
      You can upload .CSV file of Patient IDs from your practice management software clicking Browse Files to select a file, or drag and drop this file directly from your computer into the blue box. Select Next step to continue. 

      broad__1_.png

      Important!

      If using Patient ID .CSV upload method, the file must include the practice management software ID column and be labelled like below.

      This should be present by default when exporting the file from your software (eg. Best Practice). 

      Screen_Shot_2021-11-03_at_5.36.55_pm.png
        •  

      To learn more about how to export a CSV file from your practice management software (PMS), please visit the appropriate link below:

      If you require extra assistance generating the report, please get in touch with your PMS i.e. Best Practice.


  7.  You will now see a full summary of the details you selected for your broadcast. Here you can:
    • Send a demo message to yourself by entering your mobile number and clicking on the green Send demo button
    • Save as draft to send later
    • Click Send SMS to start sending.
      Screen_Shot_2021-11-05_at_3.28.27_pm.png
  8. Confirm the details of the broadcast are correct and select Send Broadcast to # patients button to begin sending the messages, otherwise select the Cancel button. 

    Screen_Shot_2021-11-17_at_12.51.33_pm.png

  9. You'll then see the Broadcast details overview. If required, you can stop the broadcast from sending by clicking the click the Stop sending broadcast:

    e.png

  10. If you selected for the Broadcast to start sending, you can view its status by clicking the Broadcast History option from the menu on the left. 

Please note: Broadcast SMSs will not send if there are no recipients or if you are on legacy pricing and do not have enough credits to send all of the messages. If you do not have enough credits you can request a top up via the Request Top Up button in the top right corner of your screen. 

 

 

 Optomate - Dental4Windows - HotDoc Calendar

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HotDoc Academy course available: HotDoc Broadcast
Click here to view this as a course on HotDoc Academy

HotDoc Broadcast sends targeted SMS messages to patients. You have the ability to decide which demographic/target audience you'd like to send the SMS to using an array of specific filtering options. It is important to note that:

  • We only send one SMS to one mobile number
  • Any patients who share a mobile number (e.g. Guardian and dependants) will only receive the one SMS Broadcast
  • Any patient without a mobile number will not be sent an SMS (and therefore you will not be charged)
  • If a patient only has a home number on record, we will not be able to send an SMS to this patient. 

Please read the guide below to learn how to create and send a HotDoc Broadcast.

 

   In this article

 

Creating a Broadcast SMS using patient phone numbers

  1. Login to your HotDoc Dashboard using your login.

  2. Click on the Broadcast icon to the left of the screen, then New Broadcast. Now select New Custom Broadcast:

    Screen_Shot_2022-10-20_at_4.00.44_pm.png

  3. Select Send using patient phone numbers and then Next.

    Screen_Shot_2022-10-20_at_4.14.05_pm.png

  4. Create a Broadcast name (internal use only) and add your message in the SMS Message field. 
    Screen_Shot_2022-10-20_at_4.14.54_pm.png

    Please note: Under the preview message box, you will see how many credits each message will use. One credit is equivalent to one SMS containing up to 160 characters.

     

  5. You can add placeholders that automatically populate information for you by clicking Insert placeholder and selecting drop-down menu and select an option from the list. 

    • Note: If selecting Practitioner booking page, select the practitioner you would like patients to book in the Select Practitioner field:


      Screen_Shot_2022-10-20_at_4.15.41_pm.png


  6. Next, decide how you would like to send to provide the patients' mobile numbers:
    • You can manually enter in patient's mobile numbers in the Patient Mobile Numbers box at the bottom right hand side of the page, then press Next step:

      Screen_Shot_2022-10-20_at_4.16.17_pm.png

    • You can upload a CSV file of patient mobile numbers from your practice management software clicking Browse Files to select a file, or drag and drop this file directly from your computer into the blue box. Select Next step to continue. 

      Note:       Ensure the first column of the .CSV file contains patient mobile numbers
      Screen_Shot_2022-10-20_at_4.16.43_pm.png
  7. You will then see a full summary of your broadcast including the estimated cost. Here you can:
    • Send a demo message to yourself by entering your mobile number and clicking on the green Send demo button
    • Save as draft to send later
    • Click Send SMS to start sending.

      Screen_Shot_2022-10-20_at_4.17.08_pm.png

  8. Confirm the details of the broadcast are correct and select Send Broadcast to # patients button to begin sending the messages, otherwise select the Cancel button. 

    Screen_Shot_2022-10-20_at_4.17.34_pm.png

  9. You'll then see the Broadcast details overview. If required, you can stop the broadcast from sending by clicking the click the Stop sending broadcast:

    Screen_Shot_2022-10-20_at_4.17.57_pm.png

  10. If you selected for the Broadcast to start sending, you can view its status by clicking the Broadcast History option from the menu on the left. 


Creating a Broadcast SMS using filtering 

  1. Login to your HotDoc Dashboard using your login.

  2. Click on the Broadcast icon to the left of the screen, then New Broadcast. Now select New Custom Broadcast:

    Screen_Shot_2022-10-20_at_4.19.11_pm.png

  3. Select Send by selecting a target audience and then Next.

    Screen_Shot_2022-10-20_at_4.19.36_pm.png
  4. Create a name for the Broadcast in the Broadcast Name field. Note that this will not appear to the message recipient. It will only be used within the HotDoc dashboard Broadcast History page.

  5. Add your message in the SMS Message field. 

    Screen_Shot_2022-10-20_at_4.20.00_pm.png

    Please note: Under the preview message box, you will see how many credits each message will use. One credit is equivalent to one SMS containing up to 160 characters.

     

  6. You can add placeholders which automatically populates information for you by clicking Insert placeholder and selecting drop-down menu and select an option from the list.

    Note    : If selecting Practitioner booking page, select the practitioner you would like patients to book in the Select Practitioner field:

    Screen_Shot_2022-10-20_at_4.20.30_pm.png

     

  7. Select from the filter options relevant to your target audience. You only need to use the filters relevant to your target audience of choice. It is not mandatory to complete all filters.

    Screen_Shot_2022-10-20_at_4.21.06_pm.png

    Age range:
    Type in the ages in both the from and to boxes and use the arrows to adjust the numbers. 

    Screen_Shot_2022-10-20_at_4.21.09_pm.png

    Birthdate range:
    Select the date from the calendar, use the arrows beside the month and year to adjust the dates accordingly.
    Screen_Shot_2022-10-20_at_4.21.12_pm.png

    Gender:

    Tick the relevant boxes of the patients gender you wish to send to.

    Screen_Shot_2022-10-20_at_4.21.15_pm.png

     

    Appointment date range:

    To start, select the From box and use the calendar to pick the start of the date range. Repeat this for the To box, then type numbers into the time field (HH:MM am/pm) to adjust  the time of day.

    Screen_Shot_2022-10-20_at_4.21.18_pm.png

    Arrival State(s):
    Click 'select arrival states' and use the boxes on the left hand side to select which arrival states you'd like to filter by.

    Screen_Shot_2022-10-20_at_4.21.22_pm.png

     

    Appointment type(s):
    Click 'Select appointment type(s)' and use the boxes on the left hand side to select which appointment types you'd like to filter by.
    Screen_Shot_2022-10-20_at_4.21.24_pm.png

    Practitioner(s):
    Click 'Select practitioner(s)' and use the boxes on the left hand side to select relevant practitioners.
    If you have a long list of practitioners, use the 'Search' function by typing in the name of the practitione    r.

  8. Once you've selected your filters, you will see an estimate of the number of credits for your Broadcast SMS in the bottom left of your screen. To continue, select  Next step to see a preview of your message.

  9. You will then see a full summary of your broadcast including the estimated cost. Here you can:
    • Send a demo message to yourself by entering your mobile number and clicking on the green Send demo button
    • Save as draft to send later.
    • Click Send SMS to start sending.

      Screen_Shot_2022-10-20_at_4.24.23_pm.png

  10. Confirm the details of the broadcast are correct and select Send Broadcast to # patients button to begin sending the messages, otherwise select the Cancel button. 

    Screen_Shot_2022-10-20_at_4.24.45_pm.png

  11. You'll then see the Broadcast details overview. If required, you can stop the broadcast from sending by clicking the click the Stop sending broadcast:

    Screen_Shot_2022-10-20_at_4.25.04_pm.png

  12. If you selected for the Broadcast to start sending, you can view its status by clicking the Broadcast History option from the menu on the left. 

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