Keeping patients educated and on schedule for their annual vaccines and health maintenance is a crucial component of many practices. This document outlines a step-by-step process to create mass mailings to send alerts.
How to Create Mass Mailing for Your Patients Who Are Due for an Immunization
Immunizations are easy for a patient to forget. With Amazing Charts, it's easy to send a mass reminder by letter, email, or even by patient portal. You can use the reporting section in Amazing Charts to narrow your focus to only those patients in need of certain immunizations. Let's look at the different ways to get the message out to your patients.
Creating Mass Mail from Amazing Charts
- Click on “Reports” on the main screen of Amazing Charts.
- Run a report for patients that are due for a certain immunization (Note: You can only run for one immunization at a time).
- After the report is run, click “Select All” then “Mail/Email”.
- This will open a “Mail/Email” editor page.
- Click “Include Letterhead” to attach a practice letterhead to the top of the page.
- Enter the body of the letter (Note: An easy way to do this is to create a letter in Word, then copy/paste it into the body in Amazing Charts. Use “CTRL+V” to paste).
- Enter the doctor’s name at the bottom (if the letter is being generated by another user than the doctor)
- Click “Export addresses to Excel” to create an XLS file of patient addresses. Excel has a label printer in the program (See Microsoft Excel Help for details)
- Click “Print” to Preview the letter.
- You will be given the option to save the letter to the patient’s chart under “Imported Items”. Select “Yes” or “No” to continue.
- Click the printer icon on the top right to print the letters.
To Create a Mass Email to Your Patients
Please note: You must have Outlook set as your default email program. This will not work with webmail.
- Click on “Reports” on the main screen of Amazing Charts
- Run a report for the patients that are due for a certain immunization (Note: You can only run for one immunization at a time).
- After the report is run, click “Select All” then “Mail/Email”
- Enter the body of the email (Note: An easy way to do this is to create a letter in Word, then copy/paste it into the body in Amazing Charts. Use “CTRL+V” to paste)
- Enter the doctor’s name at the bottom (if the letter is being generated by another user than the doctor)
- Enter the subject of the email
- Click “Email” to generate the emails.
To Create a Mass Message to the Patient Portal
Mass messaging from the patient portal is an easy way to send a general message to all patients who have a portal account with you. This works great for general reminders for flu shots or other practice wide announcements. Because this goes out to all patients in your practice, please do not include any PHI in this message.
- Click on the “Secure” button on the main page of Amazing Charts.
- Click on the “Menu” button on the upper left of the portal page.
- Click on “Tools” then select “Patient Broadcast”
- Enter the subject and then the body of the message and then click “Send”.
