If you wish to communicate with your patients quickly and efficiently, sending a mass email message is the easiest way to do so.
The Info Manager will need to pass some information to Microsoft Word; the most critical item is the patient email address. It can also provide merge fields, as demonstrated at the end of this lesson. For now, the simpler the better, so lets build the report and begin.
If you would like assistance bridging the programs, please contact our support team.
Setup:
As with Labels, we would benefit greatly from the available default selections presented in the Patient Tab and Patient List Category. We will use these again.
We are now filtering all but Active status patients in our report.
Adding the Email Field:
This report does not default to include a patient email column. We must include one ourselves.
Our report will now include a Patient Email column which we can use to filter out all patients without an email address on file.
Back on the main report page:
These steps will ensure that all results which populate in this column contain the “@” symbol found in all email addresses.
Generating and Extracting the Report:
Our results are now refined enough to pass our data through to Microsoft Word, from which we can complete the submission process.
At this point, Microsoft Word should launch. You will find it on the computer taskbar (typically at the bottom of the screen).
Creating the Letter:
Submission Options:
The Send Records selections warrant explanation as well. If you are sending this letter to a group of less than 50 emails, you can send all of them at once. If you are sending it to a larger group, however, you ought to use the From: boxes to send 50 at a time, waiting 5 minutes between each wave.
This is to help avoid being blocked by your Internet Service Provider and flagged as a spam email generator.
Sending Letters:
Once you have made all of the appropriate selections and entered an email subject line, you can press Ok to begin sending the emails.
Upon clicking Ok Microsoft Word will begin transmitting the information to Microsoft Outlook and sending the emails.
If you are sending the information in batches, refer to the Outlook Sent Items box to see the time stamp on the latest submission batch.
We recommend you save this report for future reference; it will also be used in the next lesson.
Take a minute to recollect how to save a report. If you’ve forgotten how, the steps are listed below:
Saving Reports:
The report is now saved in the Custom button; check to confirm your report has saved properly.
These values are assigned based on the person’s position in the list. I.E. a patient listed as the one hundredth result on your Info Manager report will also be record number one hundred in Word.
