Bulk Texting from Appointment Report
Open up the Appointment Report
Select appropriate date from the filter at the top right to identify the list of patients with whom you would like to communicate
Use provider filter in upper left corner to show patients who have an appointment with a specific provider if necessary
Select all
Select Text or Email
Type message in the body or
Search for existing canned reply:
'Announcement: office closure' for closing due to weather
'Announcement: provider sick today / cancel appt
Send the message when ready
Blast Campaign - Announce office closure
Instructions for Sending an Office Closure Message in TrackStat
Step 1: Navigate to the Blast Campaign
Go to the Marketing section in TrackStat.
Select Blast from the menu.
Step 2: Set Up the Campaign
Name your campaign something like “Office Closure.”
Use the Next Visit Date filter to select the date of the office closure.
(Optional) Filter by a specific provider if necessary.
If needed, use other filters like Appointment Type, but this is typically unnecessary for an office closure message.
Step 3: Preview Your Audience
Check the audience list to ensure accuracy.
Verify that recipients have a cell phone number (you can exclude email-only contacts).
Step 4: Add and Customize Your Message
Click Add Message and select a template like “Closure” or create a custom message.
Preview or edit the message if needed:
Example: “Our office will be closed on [date]. Please contact us to reschedule if needed.”
Choose to send the message immediately or schedule it for a specific time.
Step 5: Send the Message
Turn the campaign on to activate it.
Step 6: Exit or Cancel if Necessary
• If you decide not to send the message, turn the campaign off before exiting.