The Campaign and Selfbook features has been combined into one easier and more centralised option: Batch Messaging
How to use Batch Messaging
Click on New Message in the column on the left. Here, select the option Batch Message or Selfbook
Here you can view all batch messages and selfbook links sent.
To send a new batch message or selfbook click on the '+ New Batch Message or Selfbook' button on the far right of the screen.
Follow the 5 steps in order to send your batch message out
1. Template
You have the option to create a template from scratch or use a template. Should you wish to choose an existing template, you can choose the templates out of the template categories. Templates can be managed in the Template Manager section.
If you wish to add in a Selfbook link to allow patients to book in themselves, tick "Include a booking link". Search for the appropriate slot type. The numbers to the right of the slot type indicate how many slots are remaining for patients to book. While you can select a slot type with zero slots be sure to add slots before the invitation is sent to the patient.
The Patient friendly appointment name is what the patient will be asked to book. It gives you an opportunity to rename the slot type so that the patient clearly understands what they are booking. For example, a slot type called “HCA” might be confusing for a patient, you could instead name this “Annual diabetic blood test”.
Finally, you may inform the patient whether this is a face-to-face, video or telephone appointment using the "Appointment type" drop-down box. This is optional. Once you have filled out these details, click Next on the bottom right corner.
Alternatively, if you do not wish to include the Selfbook slot, do not tick the Linked slot type option.
2. Recipients
Here you can select recipients from the left-hand side of the screen and view/manage your selected recipients on the right-hand side of the screen.
To create a list of recipients for your batch message, follow the below steps. Use the left-hand side of the screen to select patients. There are three ways to do this:
Import from clinical system (i.e. EMIS)
Search patient list
Search Recipient groups
3. Message
In this section you can confirm your message and select from various content options:
a) Include a patient questionnaire in your batch message – this is useful if you wish to collect structured patient data before the patient attends their appointment.
For example, you can ask a patient to complete a Diabetes Review Questionnaire before booking their review appointment. Selecting a questionnaire pre-fills the message content, which can be adjusted manually.
Note: the patient receives only one message with a single link, leading them through the entire process, including the questionnaire and appointment booking.
b) Add a Trigger Word – Trigger Words (also known as keywords) allow patients to reply to your message with a single word. When a patient replies with a trigger word, a clinical code will be automatically added to their record. Available trigger words will be displayed in this section. Click the trigger word to insert it into the message content. If you don’t see anything in this section you may need to create a trigger word.
c) Compose your message content – If you selected a template in Step 1 this will appear, if not then you can type your message manually. You can insert a placeholder field by clicking on the relevant yellow button. Placeholder fields work like merge tags and automatically insert the appropriate patient data (e.g. first name or surname). Learn more about placeholder fields here.
Any Selfbook or Patient Questionnaire links are automatically added to the end of the message. You can see these in the Message appendix section (text in the message appendix cannot be edited).
Please note the tips for saving SMS credits:
pay attention to the character and SMS counter (1 SMS credit = 160 characters)
Use our AI tool in the bottom left to improve your message wording and reduce the number of characters it uses
4. Options
This section is related to the options you have for sending your message:
a) Scheduling – here you can schedule your messages to be sent immediately or at a certain date and time in the future.
b) End date – (selfbook only) you must enter a date for the Selfbook link to close. Patients will be able to book their appointment until 11:59pm on the specified end date. If the Selfbook campaign is linked with a questionnaire, the maximum end date is 28 days from the start date.
c) Appointment booking confirmation – (selfbook only) you can choose to automatically send patients a booking confirmation message containing their appointment details. This is enabled by default but can be disabled here.
d) Save questionnaire responses automatically – (questionnaire only) you can choose whether questionnaire responses are saved to the patient record automatically or individually as they arrive in your inbox.
e) Additional clinical code – this is useful if you want to add an additional clinical code (SNOMED or READ) to the patient’s record at the point of sending the batch message.
If you did not select the Selfbook Linked Slot Type option, your Options screen will look like this:
Alternatively, if you did select the Selfbook Linked Slot Type option, your Options screen will look like this:
Furthermore, there is now an option to automatically assign questionnaire responses to a user or team. It means follow-up can happen more quickly, nothing gets missed, and patients get a more timely response.
5. Summary
The last step is simply to check that everything looks correct and click to confirm that you’re happy to send/schedule your batch message. Here, you will see how many credits your batch message will use, how many recipients it will go out to and whether recipients are allowed to reply.
Patients will receive their invitation by SMS, NHS App or myGP app message, if they have their app notifications switched on. For more on NHS App messaging click here.
Batch Messaging Dashboard
On the dashboard, you will the status of your batch messages, see example:
There are different types of statuses you can choose from:
Scheduled- The batch message is scheduled to be sent at a future date/time.
Active- The batch message has been sent, and it includes a questionnaire link or self-book invitation that is still active.
Sent- The batch message has been sent, but it does not include a questionnaire or self-book link.
Cancelled- The batch message has been cancelled before being sent or processed.
On the right side of every row containing your Selfbook or Batch Message, you will be able to edit your batch message, remove your campaign or cancel a scheduled campaign, as well as access statistics. (Statistics are only available for the Selfbook option).
Selfbook Statistics
Additionally, the statistics for the Selfbook option displays which patients have booked and which have not. You can access the statistics by clicking on the Statistics icon of a row.
It also allows you to export the data and use this to create follow- up or reminder messages personalised for individual patients:
FAQs
What is the sender ID of the message?
If you have sent a batch message without a Trigger Word then it will be sent via NHSNoReply. If you have added a Trigger Word then the message will be sent via your Gateway number which can be found by heading to Settings > Gateway.
How many patients can we send the Batch messages to?
You can send to a maximum of 20,000 patients, if you want to send to more than this you will need to send out two Batch messages
How far in advance can patients book an appointment?
iPLATO is able to display appointments available for the next 4 weeks.
What is the difference between <firstname> and <firstname2>?
In cases of first names that have a hyphen between them, i.e. Lisa- Marie, <firstname> would correspond to "Lisa- Marie" and <firstname2> would correspond to "Lisa".
If you have any questions or you feel that this article could be improved, please feel free to give us some feedback by emailing help@iplato.com.