Collecting regular patient feedback is crucial for building trust with future patients and enhancing your online visibility. Automating your review requests ensures a steady stream of fresh reviews, which not only strengthens your Doctify profile but also improves your search engine rankings. If you use SOE (Software of Excellence), you can easily automate the sending of your Doctify review link, saving your team time and boosting your review volume.
Step 1 - Create your email template
The first step is to create you email. it's best to create your email as an email template, as this will make the process of sending your email from your Patient List easier.
Go to Configure - Email Templates.
2. Click +1 to create a new template.
Enter a unique name into the Code box, this helps to identify it from your other email templates
The Description box is where you should add you email Subject line
The final step is to create your content in the main window, to find out about all the options the email creator has available.
3. Once your email template has been created, save everything before moving on to the next step
Step 2 - Creating automatic appointment follow-ups
This feature enables EXACT to automatically send communications to patients after their appointments via SMS, Email and/or EasyPost.
Creating automated follow ups to a patient appointment
Access the configuration wizard from Configure - Automatic Appointment Follow-ups.
The Automatic Appointment Follow-ups Wizard will open.
Select Next> to display the configuration options. In this screen you can create up to three follow-ups with various options.
Type - Method of communication, Email/SMS/EasyPost
Sending after - How long after the appointment set by Hours/Days/Weeks.
Template - The template to be sent to the patient (the Doctify one you made earlier)
Select patients - This would be defined by a patient list to send only to patients that meet pre-determined criteria.
Considerations
The query entered will be triggered when the appointment has been completed, so any date filters must take that into account. For example, if you wanted to send some information to a patient 7 days after a completed course of treatment (COT), the query would be Completed Courses of Treatment Today rather than 7 days as the query will activate when the appointment is complete rather than 7 days later.
EXACT will only send one follow-up message per day, even if three are configured. This caters to a situation where the patient has both a Dentist and a Hygienist appointment but receives a single follow-up rather than duplicate follow-ups.
Follow-ups only trigger for completed appointments. Cancelled or failed appointments will not send any automated messages.