Email Campaign - Annual Patient Update

Annual updates to patient information are important in ensuring medical history, insurance, and contact information remains the same for all active patients at the office. This can be accomplished by using the Package links available on YAPI to have them sent out with the creation of an Email Campaign. The following will show how to accomplish this task while utilizing the new Email Campaign and Email Templates introduced in version 1.4.579.

Table of Contents

Finding Online Package Link

Before creating this campaign and template, search for the package links related to adults and children (this will vary depending on the practice). If these links were not saved, the following article will show how to access these links.

Warning! Keep mobile numbers and emails required so that patients don't leave those fields empty to over-ride what is in the Practice Management Software currently. These can be adjusted in the Documents Settings by going to Global Settings of YAPI and then clicking on the Document tab. Checkboxes enabling and disabling mandatory emails and mobile numbers will be available on the left-hand side of the settings. 

Creating the Template

  1. On the Navigation Pane, click on the Templates option, and from the drop-down click on Email Templates.

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  2. In the new Email Templates page, click on the Create Template button on the top-right hand side of the page.

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  3. Fill in the related information on both the Name and Subject fields.

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  4. Scroll down to the Buttons section and click the Edit button found on the top-right corner of the section box.

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  5. Add the buttons necessary for clickable options for the Online Package links. Label each link with their associated patient type. Use the URLs found in the Finding Online Package Link section. Once completed, click the Okay button.

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  6. Finally, add any extra information that will be needed to complete the necessary information by the office. Introduce a body paragraph explaining the purpose of the email and an image if necessary. Instructions on how to fully complete the Email Template can be found in the Related Article link below.

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Related Article - Practice Online Portal - Email Templates

Creating the Campaign

  1. On the Navigation Pane, click on the Email Campaigns option.

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  2. In the new Email Campaigns page, click on the Create Campaign button on the top-right hand side of the page.

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  3. Fill in the related information on the Campaign Name field and in the Template dropdown select the template that was created in the Creating the Template section. Fill in the rest of the related information within the Campaign page. Instructions on how to fully complete the Email Campaign can be found in the Related Article link below.

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Related Article - Practice Online Portal - Email Campaigns

Scheduling the Campaign

  1. Once the Campaign is set, click on the Run button next to the created campaign.

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  2. After reviewing the campaign and its template, scroll down to the Schedule section. Change the option from Send Now to Send on and apply the appropriate date this campaign should send (ie the beginning of the year).

  3. Click the Repeat every year checkbox to ensure this campaign continues annually.

  4. Once the settings have been applied, click on the Run button at the bottom of the screen.

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