Generating Postcards for Mass Mailings

If you have patients that prefer to receive a paper postcard rather than email or text communication, you can generate postcards in YAPI that automatically fill in each patient's contact information and your practice information, so all you need to do is print and send!  To learn how to generate postcards for patients, follow the steps below.  Then, check out our article Printing Postcards From the Mail Queue to print your generated cards.

Note: We use the term "generating" to mean the digital process where you choose a postcard template and the patients you're going to send postcards to. This sends your selections to the Dashboard's Mail Queue Mail_Manager.png, where they stay until you're ready to print them out on postcard stock.

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Generating to the Mail Queue

If you want to generate postcards for a large portion of your patient base, you can do so using YAPI's Mail Blast feature:

  1. From the YAPI Dashboard, click Online Online.png in the toolbar and select Mail Blast.

  2. When prompted, enter your YAPI password and click OK.

  3. In the Select window that pops up, select Snail Mail in the Media section:


  4. Optional: Select the With no email address checkbox if you only want to generate postcards for patients that don't have an email address in Dentrix, Open Dental, or Eaglesoft:


  5. In the same window, choose the criteria for the patients you want to generate postcards for:


    Select Active Patients to generate postcards for active patients (recommended) or select All Patients to generate postcards for all patients in Dentrix, Open Dental, or Eaglesoft, active and non-active.  


    To generate postcards only to recipients of a single gender, select the gender.  Otherwise, choose All.


    To generate postcards only to recipients in a specific age bracket, select Between, then specify the minimum and maximum ages for your recipients.  Otherwise, choose All.


    To generate postcards only to recipients with a minimum insurance benefit remaining for the year, select Remaining at least and set the minimum amount.  Otherwise, choose All.


    To generate postcards only to recipients who have a specific balance due on their account, select Between, then specify the minimum and maximum balance amounts.  Otherwise, choose Ignore.

    Last Visit:

    To filter postcard recipients by when they were last seen at your practice, select Not seen since or Seen since and select a date.  Otherwise, choose Ignore.

    Interest List:

    To generate postcards only to recipients on a specific Interest List, select the checkbox and choose the Interest List from the dropdown menu.  Otherwise, leave the box unchecked.

    From Report:

    The From Report option is available only when generating postcards for patients on the Recall Past Due list.  For more information about using this option, see Sending an Email Blast to Patients Past Due on their Recall and choose Snail Mail in the Media section when selecting your criteria in the the Select window.

  6. Once you've selected all your filter criteria, click OK.

  7. Once your list of recipients loads in the Mail Blast window, select your postcard template from the Template dropdown:


    Tip: If you see a template that includes "Envelope" in its name, this is a postcard that goes inside an envelope.  Instead of printing each patient's address directly on their postcard, YAPI allows you to add address labels into your printer once your postcards have printed so you can send the cards in envelopes instead.
  8. Optional:

    • Selected Only: If you want to select specific patients from the recipient list to generate postcards for, check the Selected Only checkbox.  Then, to select your recipients, hold down the Ctrl button on your keyboard while clicking the name of each patient


      Tip: To adjust the criteria for who you want to generate postcards for instead, click the Update button.
    • No Duplicate: To eliminate duplicate postcards (for example, if two family members have the same address), select No duplicate (recommended).

  9. Click Mail.

  10. When a pop-up message confirms the number of postcards that were generated to the Mail Queue, click OK.


  11. When you're ready to print all your postcards, continue on to our article Printing Postcards From the Mail Queue.


Note: While there is a Print Postcard button at the bottom of the Patient Finder window, this feature is no longer supported. 


Generating postcards from the Patient Finder will not add patients' address to their postcards.


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