Practice Online Portal - Email Campaigns

To view the Email Campaigns:

  1. On the Navigation Pane, click Email Campaigns

  2. A page will appear showing an empty list of campaigns that will need to be introduced. A typical Email Campaign page will be populated with a list of campaigns that can be edited and searched for with the Search bar at the very top, and a View by Status box on the left-hand side of the page.


  3. Click on the Create Campaign button on the top-right corner of the page to create a new campaign.


  4. At the top of the page will contain fields requesting the Campaign Name and the Template being used. A Preview button is available on the right-hand side which will show what the template will look like when sent to patients.


  5. There will be two possible choices of Campaign Recipients when selecting who will receive the email:

    1. The Custom List allows for the importation of Comma-Separated Value files (CSV) files for the Email Campaign. This list can be generated from the Practice Management Software and will require four fields to read the information correctly.

      • First Name

      • Last Name 

      • Birthdate 

      • Patient ID 

    2. The Patient Database allows for data directly grabbed from the Practice Management Software that is integrated with POP. This will require an additional set list of data that can be configured with a setlist of modifiers.


      NOTE:  If Name, Email Template, age range, benefits range, balance amount range are not properly filled out, the user will not be able to save the template. Ranges only apply if selected.

  6. After configuring the settings of the Email Campaign, the option to CancelSave or to Run the campaign immediately will be available at the bottom of the page.

      • Cancel - The Cancel button will discard all changes applied to the Campaign editor prior to the last saved attempt. Clicking the Cancel button before saving will terminate the Campaign creation. 

      • Save - The Save button will immediately save the name and configuration for the campaign to the Email Campaign page, then redirect the user back to the said page. 

      • Run - The Run button will introduce a window requesting additional configurations for sending the Email Campaign, such as whether the email should be sent immediately or sent on a later date. An additional checkbox is available to schedule the email for repeat messages on the same scheduled date.


        NOTE: There will be a 5-minute delay before messages start to send out.

  7. From the Email Campaign page, the recently created Email Campaign will be listed as one of the potential campaigns that can be interacted with. The campaign will show the assigned name, the template assigned to the campaign, the status of the campaign, the last edit date, and a set of options on the right-hand side. 


    • Edit2020-03-26_12-05-43.png- The Edit button will direct the user to the campaign creation screen for the selected campaign, and can be edited to include adjustments to the patient database used or the template.

    • Run2020-03-26_12-05-43.png- The Run button will direct the user to a page showing a preview of all the options that were selected for the specific campaign, with the ability to preview the template prior to sending. The user can adjust the time and frequency of when the campaign is sent at the bottom of the page. 


    • Delete2020-03-26_12-05-43.png- The Delete button will prompt a window requesting confirmation for the deletion before proceeding with the action.

    • Info2020-03-26_12-05-43.png- The Info button will show information related to the last attempt the campaign was sent. This will include the Sent On Date, the Number of Recipients, and the Status of the Campaign.


    • Test to - Enabling this checkbox allows a set number of emails intended for patients to be sent to the email attached. This will create a sample size to show how the email will be shown to those patients. 
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