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How to Send a Bulk Message

Bulk Messages, Sending Messages to Multiple Patients at Once, Mass Messaging

Kyle Davidson avatar
Written by Kyle Davidson
Updated over a week ago

✨ When You Need This Guide

Bulk messaging is perfect for staying connected with your patients in these situations:

  • Office closure announcements - Let everyone know about holiday hours or unexpected closures

  • Practice updates - Share news about new services, staff changes, or policy updates

  • Health campaigns - Send wellness tips, seasonal reminders, or educational content

  • Event invitations - Promote health seminars, workshops, or community events

  • Targeted messaging - Reach specific patient groups (like those seen in the past 2 years but not recent patients)

  • Emergency communications - Quickly notify patients about urgent practice matters

  • Newsletter-style updates - Keep patients engaged with regular practice communications

You'll need: Access to your Aloha dashboard and a clear message ready to send

What this covers: Creating and sending bulk messages to all patients or specific groups. For advanced automation and recurring campaigns, contact support for additional options.


✅ Step 1: Access Your Bulk Messaging Tools

Getting to your bulk message center is quick and easy:

  1. Navigate to the CONTACTS tab in Aloha This is your main hub for all patient communication tools

  2. Select "Send Bulk Message"

  3. Choose your message type Decide whether you want to send via Text/SMS, Email, or both formats

    ✅ Step 2: Select Your Target Audience

    This is where you can get specific about who receives your message:

    For All Active Patients:

    1. Use "Last Appointment" filtering Set the date range to at least the last 3 months to capture your active patient base

    For Specific Time Periods:

    1. Set custom date ranges

      • Example: "From 2016 until February of this year" to exclude very recent patients

      • Example: "Past 2 years" to reach patients you've seen recently but not necessarily this month

    For More Targeted Groups:

    1. Use "Additional Criteria" for advanced filtering:

      • Filter by specific providers - Send messages only to Dr. Smith's patients

      • Filter by appointment types - Target only patients who've had specific treatments/appointment types

      • Combine multiple filters - Get very specific about your audience

    Pro tip: Start broad with your date range, then narrow down with additional criteria to get exactly the right group.

    ✅ Step 3: Create Your Perfect Message

    Now for the fun part - crafting your communication:

    1. Write your message in the text box Keep it clear, friendly, and actionable

    2. Or choose from Saved Replies If you've created templates for common announcements, select them here

    3. Consider your message tone:

      • Announcements: "We'll be closed December 25th - Happy Holidays!"

      • Health tips: "Spring is here! Remember to schedule your wellness check-up"

      • Practice updates: "Exciting news - we now offer extended Saturday hours"


    ✅ Step 4: Preview and Send with Confidence

    Before your message goes out, make sure everything looks perfect:

    1. Click PREVIEW to see your recipient list This shows you exactly who will receive your message - double-check that it matches your intentions

    2. Review your message one more time Check for typos, clarity, and make sure your contact information is included if needed

    3. Choose your sending option:

      • SEND NOW - Message goes out immediately

      • SEND LATER - Schedule for a specific date and time (great for holiday announcements or timed promotions)


💡 Smart Strategies for Different Scenarios

Your Goal

Best Filtering Approach

Timing Tips

Office closure announcement

All active patients (last 3 months)

Send 24-48 hours before closure

Newsletter or health tips

Patients from past 1-2 years

Send during business hours on weekdays

Emergency updates

All contacts regardless of last visit

Send immediately

Seasonal campaigns

Active patients, exclude very recent ones

Schedule 1-2 weeks in advance

Event invitations

Geographic or provider-specific filtering

Send 2-3 weeks before event

Follow-up campaigns

Patients seen 3-6 months ago

Send mid-week for best response


🎉 You'll Know It Worked When:

After sending your bulk message, you should see:

  • Patient responses if your message included a call-to-action

  • Increased engagement - more appointment bookings, calls, or website visits

  • Positive feedback from patients who appreciate being kept informed

  • Reduced confusion about office policies, hours, or changes

Typical delivery timeframe: Most messages are delivered within 15-30 minutes of sending.


🔍 Common Questions About Bulk Messaging

If you're wondering about message limits: Most practices can send several hundred messages at once without issues. For very large patient bases (1000+), consider breaking into smaller groups.

About scheduling messages: You can schedule messages up to 30 days in advance, making it easy to plan holiday announcements or seasonal campaigns.

For recurring communications: While bulk messages are great for one-time announcements, consider setting up automated campaigns for regular newsletters or appointment reminders.

About patient responses: Patients can reply to your bulk messages, and their responses will appear in your regular messaging inbox for follow-up.


💬 Need Help? We're Here!

Want to set up more advanced campaigns or automated messaging?

Call us at (800) 563-0469

Our support team can help you:

  • Create message templates for common announcements

  • Set up automated campaigns for regular communications

  • Design advanced filtering for complex patient groups

  • Troubleshoot delivery issues or message formatting

  • Plan comprehensive communication strategies

Response time: Usually within a few minutes during business hours

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