✨ 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:
Navigate to the CONTACTS tab in Aloha This is your main hub for all patient communication tools
Select "Send Bulk Message"
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:
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:
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:
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:
Write your message in the text box Keep it clear, friendly, and actionable
Or choose from Saved Replies If you've created templates for common announcements, select them here
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:
Click PREVIEW to see your recipient list This shows you exactly who will receive your message - double-check that it matches your intentions
Review your message one more time Check for typos, clarity, and make sure your contact information is included if needed
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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