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

Sending Emails 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.

💡Tip: If you are sending a large volume of Emails using patient lists, this could delay any regular email and SMS communications from sending. This is due to EXACT sending these types of communications on a first-come, first-served basis.

⚠️Note: Your Email settings should be configured with limitations to stagger sending. If you are unsure, please check this prior to sending bulk communications to prevent any sending failures.

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 Email option at the bottom of the Patient List to open the Email 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: Email the selected person.
3. The Contact by Email 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 message sent 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 Email Details prompt will open for you to select several details for the Email template, including the template itself, and select OK when ready to proceed.
   
   • The subject will be visible in the patient's contacts tab.
   • Click OK when ready.
6. The Create Email prompt will open.
7. If you selected an Email template, this will be displayed on screen; otherwise, your Email draft will be blank, ready for you to create your message.
   • You can edit the message as required.
   • You can attach any documents, image files (x-rays, photos, etc.) or other files. 
   • Add a subject line, if not already entered.
8. Once you have created your Email, click Send. EXACT will now create individual Emails for all recipients, adding them to your email outbox, ready to be sent to your patients using automation.

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.

  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.