Q: What are blast campaigns used for?
A: Some common examples of blast campaigns are:
Reactivation/recall messages
Office announcements (holiday hours, closures, special events, etc...)
Special offers
Identifying and tagging specific groups of patients (except "np start")
Q: How do I create a new blast campaign?
A:
Click on megaphone icon
Select Blast Campaigns
Click green + on far right of the blue column header to create a new campaign
Name it and click Save
Select primary filter from drop down menu (date range):
Visit Date
Last Visit Date
First Visit Date
Next Visit Date
Click Filters button to select secondary filters (to identify your target audience):
Active/Inactive
Age
Attorney
Birthday Month
Care Package
Case Type
City
CPT code (include + or exclude - )
Diagnosis
Fee Schedule
Has Future Appointment
Insurance Company
Primary Provider
Referral Source
Sex
Total Paid
State
Tags (include + or exclude - )
Appointment Provider
Appointment Purpose
Zip Code
Next Appointment Provider
Last Appointment Provider
Next Appointment Purpose
Click Load button
Click on Audience Preview to view/edit list of patients in campaign:
If sending a text message - uncheck box next to Address and Email
If sending an email - uncheck box next to Address and Cell Phone
Use trash can icon to delete patients from Audience list as appropriate
Set Goal for campaign (only if multiple messages will be sent).
This will remove patients from the campaign after they achieve one of the following goals:
has Future Appointment
Clicked the link
Click on Message/Schedule
Click + Add New Schedule button
Add Schedule name
Select time for message to be sent from drop down:
Now
At designated date/time
To create a new text or email message, click + on right side of Choose Message drop down menu
Name it
Choose Text or Email from drop down Type
Assign message to a folder for organizational purposes (optional)
Create message in box using {{merge fields}} as desired.
For text usage, keep in mind:
1 text message = 160 characters including spaces
2 text messages = 161 - 320 characters including spaces
3 text messages = 321 - 480 characters including spaces
Example - text message that is 180 characters long with an audience of 500 patients is counted as sending 1,000 text messages
Click Save button
Select saved message from Choose Message drop down list
Repeat steps above to add additional messages using delay timing (optional)
When there are more than 2 Message/Schedules in the campaign, the Message Delay Timings for Message/Schedule 3 and higher are based on the number of days since the previous Message/Schedule and not number of days since Message/Schedule 1
When ready to send/schedule campaign, click Enable button on each message schedule.
Then click Enable button for whole campaign.
Click the Save button
Message(s) will be sent at the designated times.
Q: Who can set up blast campaigns?
A: All roles except “User” can view and edit campaigns.
Q: When I send a preview or test message some of the merge fields do not look right. What do I do?
A: The following merge fields will not populate properly in the preview message, but don't worry they will populate correctly when the blast message is enabled and sent to your list of patients!
Appointment Provider Name
Patient First Name
Patient Full Name
Google Review Link
Facebook Review Link
Yelp Review Link
Review Page Link
Review Gate Link
Appointment Invite Link
Q: How do I decrease the line spacing in emails?
A: Hit “Enter” for double spacing and hit “Shift + Enter” for single spacing.
Q: How do I add an image or picture to an email?
A: Save the image or picture as a .jpg or .png file type on your local computer. Then insert it in the email by clicking on the "insert image icon and choose file.
Q: Can you use tags to exclude or include a particular group of patients in a campaign?
A: Yes, tags can be used to identify and exclude or include a specific group of patients.
Q: Can you tag a group of patients in a Blast Campaign?
A: Yes, a specific group of patients can be identified and bulk tagged using the blast campaign filters and easily tracked on other reports.
Click on megaphone icon
Select Blast Campaigns
Click green + to create a new campaign
Name it and Save
Select primary filter (date range)
Select secondary filters (to identify your target audience)
Load
Click on Audience Preview
Uncheck box next to Address, Email and/or Cell Phone to show patients who are missing contact information as appropriate
Click on Tags
Select tag from list to apply to all patients in audience, then hit Done or
To add a new tag, type the tag name in the box "add tag" and hit green +, then hit Done
Save the campaign for future reference
Now these patients can be identified on all reports in TrackStat by using the tag filters!
Q: Why do I see an estimated charge when I create a blast campaign? Are there fees for sending text message campaigns?
A: Additional charges apply only if you do not have enough remaining message credits on your account. Your remaining message credits for the month can be seen by hovering over the Inbox.
Message credit usage includes individual text messages sent and received in the Inbox as well as all text messages sent through Blast, Drip and Review Campaigns. Monthly message credit allotment will reset at the beginning of each month based on the terms in your contract.
Here is how message credits are counted:
Text messages WITHOUT an image (SMS):
1 message credit = 1 sent or received text message of 160 characters or less including spaces
2 message credits = 1 sent or received text message of 161 - 320 characters including spaces
3 message credits = 1 sent or received text message of 321 - 480 characters including spaces etc..
Text messages WITH an image (MMS):
3 message credits = 1 sent or received text message of 1,000 characters or less including spaces
Q: I added new appointment purposes in my EMR/EHR software. Why can’t I see them in TrackStat?
A: Appointment purposes will not be visible in TrackStat until they are used for the first time in your EMR/EHR software.
Q: Can I create a marketing campaign to send to people who are not patients?
A: They must be a patient in your EMR/EHR software in order to be included in a marketing campaign
Q: We use another software to track and market to our marketing leads. Does TrackStat connect with other marketing software or apps?
A: No, currently we do not have any web hooks to connect with apps such as Zapier or other application integration platforms.
Q: How do I format our emails to make them look really nice?
A: If you want to make something really pretty, the easiest solution is to create your artwork in a program that is specifically made for design like Canva or Adobe Creative Cloud and then insert the image in the campaign.
Q: We have patients that have opted out of marketing in our EMR/EHR software. How do I find these patients so I can exclude them from marketing in TrackStat?
A:
For ChiroTouch
There is no way to run a list of patients that have been excluded from the call list in the CT Contact Manager but there is a way to run a list of patients that have opted out of marketing (marketing box is unchecked in CT Patient Information screen). Here is how to run the list in the Front Desk app.
Click on "Billing Statements & Reports" button
Click on "Labels/Lists"
In the "Label / List Type" dropdown select "Patient List"
In the "Options" box select "Patient Marketing"
Tag "FALSE"
Click on "ADD" button
Click on "PREVIEW" button
From there the report can be exported or printed. In TrackStat these patients can now be assigned a tag and or disabled from receiving marketing messages.
Q: After sending a campaign, how do I know how many messages were delivered, opened, bounced or how many people unsubscribed?
A: Open the Campaign
Click on the Report tab
Text Campaigns will show:
Total Recipients
Total Delivered
Delivered %
Total Errors
Total Unsubscribed
Email Campaigns will show:
Total Recipients
Total Delivered
Delivered %
Total Opened
Total Errors
Total Bounced
Total Unsubscribed