Patient Lists can find patients matching specific criteria, you can then send communications to those patients in bulk by sending letters, emails, text messages or exporting the search results.

Posting Letters to Patients from a Patient List

⚠️Note: To comply with GDPR, marketing-type communications should only be sent to patients who have explicitly opted to receive those communications. You should not send to patients who have explicitly opted out or made no choice.

1. Go to Administration - Patient Lists - View Saved Lists.
   • Select the list you wish to view, then open the list or double-click the list.
   • Alternatively, create your new list, then have the search results open on screen before proceeding.
2. Click the letter option at the bottom of the Patient List to open the letter sending options.
   • After clicking this option, you can send to many patients or only the selected patient.
     💡Tip: Hover over the buttons to view the descriptions of each and select the one with the tooltip: Write to the selected person.
3. The Contact by Letter prompt will now open.
   
   • Select if you are sending single (one patient) or multiple (all patients on the list).
   • Selecting Group by family will send a single letter to the head of a family instead of each family member.
   • Selecting Tick as complete when printed will help you identify which patients have been successfully communicated to, and which require attention or further communication.
   • Select OK once you have selected all required options.
4. You will now be presented with the Contact Patients prompt.
   • You can now select several settings as to who you wish to communicate with.
   • Select OK when ready to proceed.
5. The Document Details prompt will open.
   
   • Select the required Document Template.
   • You can edit the template by clicking the edit option e|d to open the template in edit mode.
   • Once edited appropriately you can print the final version.
   • If your practice utilises EasyPost, you can send the letter/s by this option.

Additional Information

• If your selection criteria produce no patients as a result, a warning of “There are no patients that match the selected criteria” will display. Select OK.

  You will then be presented with the Document Details window, if you are creating letters / emails / SMS messages, or the Label Details window for mailing labels.

  Printing a long list of letters may take a long time, and once it has commenced the process cannot be stopped.

  Rather than print all letters at once, break them into batches using the "From Patient" and "To Patient" fields. For example, select patients from A-F, then G-M, N-R, and S-Z.