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Bulk Letter Guide- Mass communication with Patients

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Bulk Letter Guide- Mass communication with Patients
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What is the Bulk Letter feature?

The Bulk Letter feature gives providers and staff the ability to send the same message to an entire cohort or group of patients with just a few easy steps. You can also use this feature to generate paper mail for patients in bulk. This feature also allows you to bulk invite all eligible patients to register for a Patient Passport account.

Once a Bulk Letter has been sent, you can use the Bulk Letter Dashboard to see which patients have opened the Letter in their Patient Passport account and which ones may need additional follow up. 


 

Why is the Bulk Letter feature useful?

Some common uses cases for Bulk Letter are: 
  • Remind a group of patients to book an Annual Wellness appointment
  • Send materials to all patients for education and awareness 
  • Update all patients on practice policies such as COVID protocols or cancellation policies
  • Announce a practice-wide changes such as business services, out of offices, office hours or office location.
  • Invite unregistered patients to Patient Passport 


 

How to start a Bulk Letter

The Bulk Letter feature uses the Patient List Report as a basis for identifying the cohort or group of patients you want to communicate with.
Screengrab showing Patient list option from drop down
  1. Click on the "Reports" dropdown in the blue navigation bar at the top of your Elation page and click "Patient List"
  2. Filter the Patient List report for the group of patients with whom you want to communicate with
    • Ex. Choose patients based on Provider, Last Seen (Last Signed Visit Note), Patient Passport Status or age.
    • User Tip: To communicate with all of your patients, do not apply any filters and just click "Generate List". This will generate a report of your entire patient panel.
  3. Click "Generate List"
    • For more detailed information on generating a Patient List, click here
  4. Once the list appears on the right hand side, you can select specific patients to communicate with by checking the box next to their name, check off the “(#) selected” box at the top of the list to send the communication to all patients in the list.​​
  5. Click the orange "Send Bulk Letter" button to begin composing your Letter. 
    Send Bulk Letter.png


     

    How to complete your Letter

    When composing your letter, you will be prompted to complete each of the following steps:
    1. Give your Bulk Letter a short description
      • The description is for internal use only and will be displayed on the Bulk Letter Dashboard for your reference
    2. Compose the Letter
      1. Add a Subject and Body for the Letter
      2. Apply any Letter Templates and and attach any Handouts that are applicable 
      3. Select your Printout Header
      4. Choose whether or not you’d like patients to have the option to reply to this Letter from their Patient Passport account. 
    3. Send this as a Patient Passport letter to ... 
      1. Patients already signed up on Patient Passport
        • The letter will trigger an email/SMS notification for patients to check their Passport to view your letter
      2. Patients who can be invited to Patient Passport
        • For Patients with an email address and mobile number on file in their Demographics
        • Letter will trigger a Passport invitation encouraging patients to sign up for Passport so they can view your Letter
      3. Click "View List" to see a list of qualifying patients
    4. Generate printable PDFs of letters for …
      1. Patients who will not be sent a Patient Passport letter
        • Select this if you would like to send a printed Letter to patients who do not have a Patient Passport account and they don't qualify for an invitation (no email address and/or mobile number on file)
      2. All patient Selected
        • Select this if you would like to send a printed Letter to everyone in your list
      3. None
        • Select this if you do not need any printed Letters
      4. Click "View List" to see a list of qualifying patients
    5. Once the letter is ready, click Next and you will have the option to: 
      1. Preview your Letter in printout format
      2. Confirm your sending options
        • Click "View List" to see a list of qualifying patients
    6. Once you have reviewed your Bulk Letter and all of your Bulk Letter preferences, click “Send Bulk Letter”
       
    Bulk Letter Draft.png

    Bulk Letter Preview.png
     

     

    How to use the Bulk Letter Dashboard 


    The Bulk Letter Dashboard shows a summary level view of all the Letters that have been sent in bulk. From here, providers and staff can get a quick glance at the progress and status of their Bulk Letters.

    Bulk Letter Dashboard.png

    With the Bulk Letters Dashboard, you can easily see:
    1. The full list of patients selected for a particular Bulk Letter
      1. Click on the “(#) patients selected” link
      2. Click "Download CSV" to download a spreadsheet of the patients tied to the Bulk Letter. The CSV will have the all patients' contact information. 
    2. Delivered to:
      1. Patients where the letter was delivered via Patient Passport
      2. Patients where the letter delivery is in progress via Patient Passport (patient has not registered for an account yet)
      3. Patients where the letter was not delivered (not eligible for Patient Passport)
    3. Opened by: 
      • Patients who have opened vs not opened the letter
    4. Printable Letters:
      • Patients where the letter was not delivered via Patient Passport
        • Print PDF copies of the Letter for patients listed here to send the Letter by paper mail.
    5. Click the “Open PDF of Letters” to see your finished product
    6. Click “Open Attached Handouts” to view any attachments 
    7. Click "View Letter" to see a digital copy of the Letter
     
    Next Step

    Send a Bulk Letter to your patients today!

     

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