Send a Newsletter or Office Announcement Using Blast Campaigns
Purpose
Use a Blast Campaign to send a newsletter or office announcement to a filtered group of patients. You can create the content with an AI writing tool, convert the approved newsletter to HTML, and send it through TrackStat. Use the prompt provided in this article
Navigation Paths
Open Blast Campaigns: Communication → Blast Campaigns
Create a campaign: Communication → Blast Campaigns → Green +
Add a schedule: Blast Campaign → Message/Schedule → + Add New Schedule
Open Source Code view: Email message → Source Code (<>)
Create Your Newsletter
1. Choose an AI writing tool
Use the AI writing tool of your choice, such as ChatGPT, Claude, Gemini, or Grok.
Claude, ChatGPT and Grok will do the best job.
2. Use this prompt for your newsletter
Copy everything in the box below. Paste it into a new chat and follow the instructions to build a project
3. Answer the questions
Answer each question the AI asks. The AI should move through one step at a time.
Do not include patient names or other identifying information when describing a patient experience.
4. Review and approve the newsletter
When the AI creates the newsletter:
Confirm the clinic name and location.
Check all health information for accuracy.
Remove any patient-identifying information.
Confirm that the writing matches your clinic’s voice.
Copy the draft into a Google Doc.
Ask the appropriate team members to review it.
Make and approve the final edits.
Do not convert the newsletter to HTML until the content is approved.
Create the Blast Campaign
1. Select the recipients
Go to Communication → Blast Campaigns.
Select the green +.
Enter a name for the campaign.
Select next
Select Visit Date.
Add any required secondary filters.
Select next
Secondary filters can include Tags, Appointment Purpose, or Total Paid.
Make sure patients who opted out or asked not to receive marketing messages are excluded.
2. Add message
Add Message
Choose Now or select a future date and time.
Add the newsletter HTML
Open the email message.
Select the Source Code (
<>) button.Paste the HTML into Source Code view.
Select the Source Code (
<>) button again.Confirm that the newsletter appears correctly in the normal editor.
4. Add images
Place your cursor where the image should appear.
Select the image upload button.
Upload the image.
Repeat these steps for each additional image.
Review the placement and size of every image.
Add images in the normal editor. Do not add image code in Source Code view.
5. Test and send the newsletter
Send yourself a test email.
Review it on a desktop computer.
Review it on a mobile device.
Test every link.
Correct any formatting or image problems.
Confirm the recipient filters.
Enable the schedule.
Enable the campaign.
Save the campaign.
FAQs
Where do I find Blast Campaigns?
Go to Communication → Blast Campaigns.
Where do I paste the HTML?
Open the email message and select the Source Code (<>) button. Paste the HTML there, then select the button again to return to the normal editor.
Can I paste images into Source Code view?
No. Upload images through the normal email editor.
Can I use tables or complex HTML?
No. Use simple headings, paragraphs, links, bold text, and italic text.
Can different recipients receive different newsletter content?
No. Every recipient who matches the Blast Campaign filters receives the same message.
Can I send the newsletter to someone who opted out?
No. You must exclude anyone who opted out or asked not to receive marketing messages.
Why didn’t my campaign send?
Confirm that both the schedule and campaign are enabled. Also confirm that the campaign was saved and that recipients match its filters.
Do I need to send a test email?
Yes. Review the test on desktop and mobile, and test every link before enabling the campaign.
Rules and Constraints
Review and approve all AI-generated content before sending it.
Never include patient-identifying information.
A Blast Campaign sends the same message to every recipient who matches its filters.
Exclude anyone who opted out or asked not to receive marketing messages.
Use only simple HTML in the TrackStat email editor.
Do not use complex CSS, tables, or image tags.
Upload images through the normal email editor.
Send a test email before enabling the campaign.
Review the test email on desktop and mobile.
Test every link.
Enable both the schedule and campaign.
Save the campaign after making changes.
Related Articles
Create and Manage Blast Campaigns
Create and Edit Email Messages
Filter Blast Campaign Recipients