How to Send Bulk Communications

Reach groups of patients at once with targeted messages for appointment recalls, promotional offers, health tips, and clinic announcements.

Accessing Communications

Navigate to Communications in the sidebar. You will see:

Campaigns — Your message campaigns

Templates — Saved message templates

History — Log of all sent communications

Creating a Campaign

Click + New Campaign

Choose the channel:

- SMS — Text message to patient phones

- Email — Rich email to patient email addresses

Select the audience (see Audience Selection below)

Compose the message

Preview and send

Audience Selection

Pre-Built Segments

All Active Patients — Every patient with at least one visit

Overdue for Visit — Patients who have not visited in 6+ months

Birthday This Month — Patients with birthdays in the current month

New Patients — Registered in the last 30 days

Insurance Expiring — Patients whose insurance expires within 30 days

Custom Filters

Build a custom audience by combining filters:

Last visit date (before/after)

Age range

Gender

Treatment history (has/has not received specific treatment)

Insurance status

Location (if multi-branch)

The system shows the audience count before you send so you know how many patients will receive the message.

Composing Messages

SMS

Use placeholders: [Patient Name], [Clinic Name], [Clinic Phone]

Keep under 160 characters for a single SMS segment

Include a clear call-to-action (e.g., "Call us to book" or "Reply YES")

Email

Rich text editor with formatting, images, and links

Use the clinic email template for consistent branding

Include unsubscribe link (automatically added)

Scheduling

Send immediately or schedule for later:

Click Schedule instead of Send

Choose the date and time

The campaign is queued and sent automatically

Best practice: Send appointment recall messages on weekday mornings (9-11 AM) for highest response rates.

Tracking Results

After sending, view campaign performance:

Metric	Description
Delivered	Messages successfully delivered
Opened	Emails opened (email only)
Replied	Patient replies received
Bounced	Failed deliveries
Opted Out	Patients who unsubscribed

SMS Credits

Bulk SMS campaigns consume SMS credits from your account. Check your balance at Settings → Billing → SMS Credits.

For individual messaging, see How to Use Patient Chat. For appointment recalls, see How to Set Up Patient Recalls.

How to Send Bulk Communications