How to Generate Postcards from YAPI

YAPI gives you the ability to generate and print postcards that you can mail to your patients. This article explains the different ways you can use this feature.

This article contains the following sections:

Automatically Generating Postcards for Reminders & Recalls

You can choose to set a schedule for your Reminders and Recalls to automatically generate postcards that wait in the Mail Queue for you to print and mail.

For Reminders

  1. Click on wrenchIcon.jpg (wrench icon) Setup & Manage on the YAPI Dashboard.

  2. Select the Global Settings option from the drop-down menu.

  3. Go to the Reminders tab.

  4. On the bottom-left corner of the tab is the Appointment reminders via postcard section.

    Reminder_postcard.jpg

    Check the Enable checkbox to enable its options.

  5. Set the following options:

    • Mail only if no email
    • Day(s) before an appointment 
    • Days of the week that postcard batches will be generated
    • Providers
    • Template. To find out how to create templates, read How to Create a Postcard Template.
  6. When you're done, click on the Save button. On the scheduled days you've chosen, YAPI will create a batch and sent it to the YAPI Mail Queue. To find out how to print the postcards, read Printing Postcards From the Mail Queue.

For Recalls

  1. Click on the Recall_button.jpg Recall Manager (circular arrow icon) on the YAPI Dashboard.

  2. Select Recall Manager Setup option from the drop-down menu.

  3. Go to the Reminders tab. Here is where you set the schedule for sending recall emails.

  4. Click on the Add button next to the Automated Recall Due Reminders.

  5. Set the following options:

  6. When you're done, click on the OK button. The reminder will be added to the Automated Recall Due Reminders schedule. Click on the Save button. You can also add postcard reminders to the Recall Past Due Reminders schedule. On the days where postcards need to be sent out, YAPI will create a batch and sent it to the YAPI Mail Queue. To find out how to print the postcards, read Printing Postcards From the Mail Queue.

Manually Generating Postcards

Postcards can also be generated manually whenever the need arises. You can choose to generate a postcard for one or many patients and from two different locations in YAPI; the Patient Finder and a Mail Blast.

Generating postcards through the Patient Finder

  1. Click on the Patient_icon.jpg Patient (two people next to each other icon) on the YAPI Dashboard.

  2. Select the Patient Finder option from the drop-down menu.

    • Option 1: To generate a postcard for a single patient

      1. Search for your patient using the search fields on the top. 

      2. Click on the patient row in the table.  A drop-down menu will appear.

      3. Select Communication > Postcard > Print Postcard. A pop-up window will appear.

      4. Select the template you would like to use from the Postcard templates list then click on the Send button. The postcard will be sent to the Mail Queue. To find out how to create templates, read How to Create a Postcard Template

        NOTE: Here you can only select regular postcard templates and not envelope templates. To find out more about postcard types, read Postcard Types
    • Option 2: To generate a postcard for multiple patients

      1. Search for the set of patients you want to send postcards to using the search fields on the top. 

      2. Select the patients you want from the generated list by checking the checkbox at the very beginning of the patient's row. If you want to select all the patients on the list, check the checkbox on the top-left of the list header.

      3. The Print Postcard button at the bottom-right of the window will be enabled.  Click on the button. A pop-up box will appear.

      4. Choose the Postcard template you want to use and give your batch a name then click on the OK button. You will get a pop-up box telling you how many postcards got submitted to the Mail Queue. To find out how to create templates, read How to Create a Postcard Template.

To find out how to print the postcards, read Printing Postcards From the Mail Queue.

Generating postcards through an Email Blast

  1. Click on the Globe_icon.jpg Online (globe icon) on the YAPI Dashboard

  2. Select the Mail Blast option from the drop-down menu. The mail blast window appears with an option box on top.

    Mail_Blast.jpg

  3. Select the Snail Mail radio button from the Media radio group. This option informs YAPI that you are generating postcards.

  4. If the template you are using is an envelope template, check the With no email address check box. For more on postcard types, read Postcard Types

  5. The rest of the options on the windows are filters to choose a subset of patients from your database. Choose from these options and when you are done click on the OK button. You patient list will be generated.

  6. Choose the postcard template you want to use and add a description. To find out how to create templates, read How to Create a Postcard Template

  7. Click on the Mail button. You will get a pop-up box telling you how many postcards got submitted to the Mail Queue. To find out how to print the postcards, read Printing Postcards From the Mail Queue.

 

Now that you've learned how to generate batches of postcards to the Mail Queue, learn how to print them. Read, Printing Postcards From the Mail Queue.

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