Learn how to use the Bulk Message tool to send a targeted, one-time reactivation or promotional message to patients who have not visited in a specific timeframe.
✨ When You Need This Guide
This guide is for you when you want to send a targeted, manual message to inactive patients. Use this if:
You want to send a one-time promotional message to get inactive patients back in the door.
You need to send a reactivation message based on when a patient was last seen.
You want to see a list of patients who qualify for reactivation before you send a message.
What This Covers (And What It Doesn't)
✅ This article explains how to send a one-time, manual reactivation message using the Bulk Message tool.
❌ It does not cover the fully automated "we miss you" messages that run continuously in the background.
✅ Sending a Manual Reactivation Message
This entire process uses the powerful filtering tools within the Bulk Message creator.
Navigate to the Bulk Message Page. Go to CONTACTS > Send Bulk Message.
Choose Your Delivery Method. Select if you want to send an SMS (text), Email, or both.
Set Recipient Criteria to 'Reactivation'. Click the dropdown next to "Recipient Criteria" and select the Reactivation option.
Choose Your Date Range. This is how you define "inactive." Use the date fields to select a time frame for the patient's last completed appointment.
Example: To find patients whose last visit was between 6 and 12 months ago, set the start date to 12 months ago and the end date to 6 months ago.
Add Optional Filters (If Needed). You can further narrow your list by a specific provider or appointment type using the "Additional Criteria" filters.
Write Your Message. Create the message you want to send in the SMS Message or Email Message box.
Preview Your Recipient List. Click the Preview button. This will show you a list of all the patients who match your criteria.
Remove Patients from This Send (Optional). On the preview screen, you can remove individual patients from this specific mailing list by clicking the "x" next to their name.
Warning: The larger "X" button to the far right of a patient's row will permanently remove that patient from ALL future reactivation messages (both manual and automated). This action cannot be undone. Use with extreme caution.
Send Your Message. Click Send Now to send the message immediately, or Send Later to schedule it for a future time.
💡 Common Questions
What You Might Notice | Why It's Happening | What to Do |
When I click 'Preview', no patients are loading. | This means no patients in your system have their last completed appointment within the specific date range and filter criteria you selected. The list is empty. | Try broadening your date range. For example, instead of looking for patients last seen 2 months ago, try a wider range like 6-12 months ago. Also, make sure any "Additional Criteria" like a specific provider are not limiting your results too much. |
What's the difference between this and the automated reactivation? | This manual method gives you full control to send a specific message to a specific list at one time. The automated feature runs continuously in the background based on settings on the Automation or Campaigns page. | Use this manual method for special promotions or targeted messages. Use the automated feature for a consistent, "always-on" effort to win back inactive patients. |
I clicked the permanent "X" by a patient's name by mistake and want to undo it. | As the warning states, this action is permanent and cannot be undone within the user interface. It is designed to ensure you can honor a patient's request to never be contacted for reactivation again. | No further action is needed. This action is not reversible, but feel free to contact our Support Team with any questions. |
🎉 You'll Know It's Working When:
The Preview screen correctly shows the list of inactive patients who match your date range.
Your targeted patients receive the one-time reactivation message you created.
💬 Need Help? We're Here!
If you have other questions about sending reactivation messages, our support team is ready to help. Contact us at 800-563-0469 or support@getaloha.com.