It can be time-consuming to manually send the same message out over, and over again. Why not make office life easier and have Aloha do it for you? Campaigns are a great way to automate important messages, apply a tag, or get patients back into the office without having to break a sweat!
How to Build a Campaign:
1.Begin at the CAMPAIGNS tab > SHOW TEMPLATES page and click +Add Template in the top right corner.
2. Create the emails and texts you would like to send out.
3. Then go to the CAMPAIGNS tab> SHOW CAMPAIGNS page which will display ALL campaigns whether they are currently active or not.
4. In the top right corner is how you can add a New Campaign.
5. When you add a New Campaign, make sure to name it something unique to be able to distinguish it from other campaigns.
6. Next, select which type of campaign you would like to create by clicking on the TYPE drop-down menu.
What is the Difference Between Each Campaign Type?
1. Appointment - With an Appointment Campaign if the system sees a specific type of Appointment that will trigger a campaign to start. For example, if the system sees a New Patient Appointment that patient would be added to the New Patient Campaign and be sent the setup steps, maybe with paperwork or directions to the office.
2. Event - Just what is sounds like, the office is throwing an event on a certain Day and Time and the messages in that campaign will be sent before or after that campaign date. (You can also add a KEYWORD that, if texted in, will automatically trigger the campaign)
3. Manual - Since there is NO appointment date or event date this type of campaign begins WHENEVER a contact is added to the campaign. Used mostly for one-off messages like newsletters, promotions, etc. (You can also add a KEYWORD that, if texted in, will automatically trigger the campaign)
4. Missed Appointment - This type of appointment will trigger if an appointment is not ATTENDED. So the system sees an appointment on the calendar and the client does not show up the system will send a Missed Appointment Text. This can be set for ALL appointment types or specific appointments.
5. Tag Applied- Campaigns will start as soon as a tag is applied to a patient! This is similar to a manual campaign.
6. Reactivation- These campaigns are triggered based on how long a patient has been inactive for and will send a message to the patient to schedule a time for care.
7. Scheduling Lead- These campaigns are triggered when a potential patient inputs their information into the online scheduler but does not schedule an appointment time.
Select the type of Campaign that will best suit your needs and click ADD CAMPAIGN!
After you click ADD CAMPAIGN you will see the STEPS populate. The Steps are used to determine when would you like to send a specific message. To add a new step click on the BLUE Add Step button on the right of the screen.
On the Add a New Campaign Step you can Enable or Disable the specific step. You will need to make a selection from the Action drop-down menu. Determine if you would like to Apply a Tag, Send a Card, Remove a Tag, Send an Email, or Send a Text Message.
Once you select an option you will need to select the template, the specific message, that you would like to send. If you need to add a new template you can do so by selecting -Add New Message-.
CLICK HERE to view an article on adding a new template to campaigns!
The last thing to do is to determine WHEN the message should be sent. Fill out the empty field and then select Minutes, Hours or Days from the drop-down menu to the right. Then decide if you would like the message to go out a certain amount of time INTO THE CAMPAIGN (when the patient was added and the campaign began), Before Event(Appointment) or After Event(Appointment). If it is a campaign based on an Appointment you will need to select whether you want the step to happen Any Status, If Attended, If Not Attended.
How to Add Patients to a Manual or Event Campaign:
Create a list in your EHR/PMS of the patients you would like to send the message to and upload it under CONTACTS>IMPORT CSV. You will want to select Contact Data and Start a Campaign from the action drop-down menu. Then select the campaign you wish to begin and click the Pick CSV File in the bottom right. Once the file is uploaded all those contacts will be added to the campaign and the campaign will begin at the desired time!
CLICK HERE to view an article that describes importing the CSV file if you have additional questions!