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Canine II

Email all patients

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Hi is there a way to send an email to all of our patients. I know there was a link that was posted a few years ago but it is no longer valid. We are on R4. Thanks

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CS Dental Employee
CS Dental Employee

Re: Email all patients

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Good Afternoon, 

Welcome to The Exchange! 

It is indeed possible to send a mass email to all of your patients. The best method would be the following: 
1. From the main-screen of R4, the page that displays your site code & our R4 Support telephone number click 'DocMgr'.
2. Highlight the 'Email templates' Folder and click 'New template'. Name the template whatever you desire. 
3. Type out the body of the email, don't forget to give your email a subject line! If you need to insert a merge field for patient data, right click where in the body of the text you would like this field to be inserted. 
4. Click 'Ok' once you are happy with your email text. 
5. Close the DocMgr window. 
6. Click 'Patients' and click the 'Search' button.
7. On the right hand side, tick the 'Return all patients' checkbox and click 'Find patients'
8. Click the 'Mail merge' button.
9. When asked whether you want to print letters for highlighted patients only, select 'No'. 
10. When prompted to mail-merge the whole list of patients, click 'Yes'. 
11. Select the email template you have just created & click 'Ok'. 

This will begin the mass email mail merge process. Please note this must be performed on a PC with a supported version of MS Outlook installed & configured. 

Kind Regards,
Stephen Gray

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CS Dental Employee
CS Dental Employee

Re: Email all patients

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Good Afternoon, 

Welcome to The Exchange! 

It is indeed possible to send a mass email to all of your patients. The best method would be the following: 
1. From the main-screen of R4, the page that displays your site code & our R4 Support telephone number click 'DocMgr'.
2. Highlight the 'Email templates' Folder and click 'New template'. Name the template whatever you desire. 
3. Type out the body of the email, don't forget to give your email a subject line! If you need to insert a merge field for patient data, right click where in the body of the text you would like this field to be inserted. 
4. Click 'Ok' once you are happy with your email text. 
5. Close the DocMgr window. 
6. Click 'Patients' and click the 'Search' button.
7. On the right hand side, tick the 'Return all patients' checkbox and click 'Find patients'
8. Click the 'Mail merge' button.
9. When asked whether you want to print letters for highlighted patients only, select 'No'. 
10. When prompted to mail-merge the whole list of patients, click 'Yes'. 
11. Select the email template you have just created & click 'Ok'. 

This will begin the mass email mail merge process. Please note this must be performed on a PC with a supported version of MS Outlook installed & configured. 

Kind Regards,
Stephen Gray

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Canine II

Re: Email all patients

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Thank you for your help it worked.
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Canine II

Re: Email all patients

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Hi, 

I tried this earlier today, and tested it just sing my own email, sadly I still haven't received the message. Does it usually send immediately?   

Thanks,

Shauna 

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CS Dental Employee
CS Dental Employee

Re: Email all patients

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Hi Shauna,

To mass mail-merge patients in this fashion, you need to be using R4 on a machine with Microsoft Outlook installed and configured with your practices email address. 

If you contact your relevant IT Team or email provider, they can assist with setting up the Outlook software. Once this is all configured, you will be able to mail-merge problem free within R4

I hope this answers your query? 

Kind Regards,
Stephen Gray

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