Introduction
Send bulk SMS or email messages to patients directly from multiple TrackStat reports, including Appointment Report, Weekly Patients, All Patients, Patient Management, Recall List, and Cancelled/Missed. Quickly reach targeted groups for announcements, reminders, marketing, or urgent updates.
How to Keep Your Patients Informed with Bulk Messaging
Effective patient communication is essential for smooth operations and high patient satisfaction. TrackStat’s Bulk Messaging feature allows you to send SMS or email messages to hundreds of patients in just a few clicks directly from key reports in your dashboard.
This powerful tool supports a wide variety of use cases - from urgent notifications to proactive marketing and recall campaigns.
When to Use Bulk Messaging from Reports
You can use bulk messaging from the following reports for different scenarios:
Appointment Report - Notify scheduled patients about cancellations, rescheduling, office closures, weather emergencies, road construction, power outages, staff illnesses, or last-minute changes.
Weekly Patients Report - Reach patients on treatment plans.
All Patients Report - Send practice-wide announcements, new feature updates, holiday greetings, or general marketing messages.
Patient Management Report - Target specific segments such as new patients, recent visits, or patients with outstanding balances.
Recall List - Reach out to patients with no future appointments scheduled.
Cancelled / Missed Report - Re-engage no-show or cancelled patients with rescheduling offers or feedback requests.
How to Send Bulk Messages from Any Report
The process is consistent across all supported reports:
Navigate to the desired report
Select one of the following reports from the menu on the left:
Appointment Report
Weekly Patients Report
All Patients Report
Patient Management Report
Recall List
Cancelled / Missed Report
Go to the Appointment Report
Filter your audience (highly recommended)
Use the available filters on the report (date range, visit type, status, provider, case type, etc.) to narrow down the exact group you want to message.
Example: In the Appointment Report, filter by patients with a visit "Tomorrow".
Select patients
To message everyone currently shown: Click the checkbox in the top-left corner of the report, then choose “Select all data”.
To message specific patients: Individually check the boxes to the left of their names.
Send the message
If multiple patients are selected on the report, the Actions button will be visible at the top of the report. Click the Actions button.
Select Send Message.
Choose SMS or Email
Type or select a message template.
Review the recipient count and message preview.
Click Send Message.
Video Instructions:
Best Practices for Bulk Messaging
Always ensure you have proper patient consent for marketing messages.
Keep messages clear, concise, and professional.
Include a clear call-to-action (e.g., “Reply YES to reschedule” or “Book online here: [link]”).
Test your message with a small group first when possible.
Troubleshooting
“Send Message” option is grayed out: Make sure a message has been selected or typed in the body.
Why This Feature Matters
Saves significant time — Reach dozens or hundreds of patients instantly instead of one by one.
Increases efficiency — Perfect for announcements, recalls, re-engagement, and urgent updates.
Boosts patient satisfaction — Proactive, timely communication keeps patients informed and engaged.
Expands your reach — Use data-rich reports to target the right patients at the right time.
With TrackStat’s expanded bulk messaging capabilities, you can now communicate effectively from multiple reports, making patient outreach faster and more strategic than ever.