NOTE: Do NOT send texts or emails to all patients in your database. You must use filters and dates to select a specific audience (list of patients) for your message. Sending messages to all patients in your database is considered SPAMMING and your phone number may be reported as spam and shut down. This can also cause your emails to get sent directly to spam or promotions folders or your email address to get shut down completely.
Best Practices
Always use appropriate date ranges
Review audience carefully before sending
Use tags to track campaign recipients
Set goals to automatically remove responders if you have a multi-step campaign
Monitor results for campaign effectiveness
Step 1: Create New Campaign
Click the megaphone icon
Select "Blast Campaigns"
Click the Yellow + Add Campaign button
Name your campaign and click Next
Step 2: Select Your Audience
First, choose your date filter:
**Visit Date** - Best for:
Practice announcements
Newsletters
New services/providers
Office closure notices
Targeting patients from a specific date range
**Last Visit Date** - Best for:
Reactivation campaigns
Must be used with 'has future appointment' No option selected. This finds patients based on their last visit date and no future visit.
Patient follow-ups
Note: Avoid using "yesterday" as the date range
Then add filters as needed:
**Recommended filters:**
Active/Inactive Status (usually select Active only)
Has Future Appointment (usually set to No if it is for a reactivation)
Total Paid (exclude free consultation patients)
Age (exclude inappropriate age groups)
Tags (use + to include, - to exclude)
**Additional filter options:**
CPT codes (services received/not received)
Birthday month
Case type
Diagnosis
Provider
Insurance
Location
Many other options
Step 3: Review Your Audience
Click "Load" or "Next"
Click "Audience Preview"
Verify contact info:
For texts: Uncheck Address and Email
For emails: Uncheck Address and Cell Phone
Remove unwanted recipients using trash can icon
Optional: Bulk tag recipients for tracking
Step 4: Create Messages
Click "Next"
Click "+ New Message" or search for previously created message
Choose timing:
Send now
Schedule for later
Turn on campaign
**For text messages:**
1 text = 160 characters
2 texts = 161-320 characters
3 texts = 321-480 characters
- Note: Larger messages will be converted into MMS (multi-media segment) by attaching a logo because there is a higher character count limit.
Step 5: Set Campaign Goals (Optional)
Common goals that will remove patients from campaign:
Books future appointment
Books with specific provider
Clicks campaign link
Completes survey/webinar registration
Step 6: Monitor Results
Track delivery rates
Monitor response rates
Follow up with tagged patients
Review campaign performance
FAQs
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: 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