Intermediate knowledge of EXACT, including content that is accessible to the majority of users.

Patient Lists are perfect for finding a specific list of patients, one of the things you can do with a patient list is contact all of those patients in bulk.

Patient Lists gives you the ability to contact patients via SMS, Letter or Email, this article focuses on Email.

GDPR

To comply with GDPR, you should only send marketing-type communications 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.

Opening your patient list

1. Go to administration - patient lists - view saved lists.
2. Select the list you wish to view then open the list or double-click the list.

Contacting by email

Your email settings should already be configured with limitations to stagger sending so you do not become marked as a spam sender and are black-listed.

If you intend to contact your patients by email, we strongly recommend you check for any limitations set by your email provider. If you are unsure if this is set, please check if your email settings satisfy your email provider's requirements.

It is also worth noting that if you are sending a large number of emails via patient lists, this could delay any regular email and SMS communications from sending as these are sent in order of the date and time of creation. If you do not wish to delay your regular communications, we recommend utilising Campaign Plus as your bulk communication method.

1. Click the email option in the bottom right of your patient list.
2. This will open the contact by email prompt.
   
   • Here you can select if you are sending single or multiple emails.
   • Grouping by family - this will send a single email to the head of a family instead of each family member.
   • Tick as complete when sent, will help you identify which patients have successfully been communicated and which require attention or further communication.
   • Select OK once you have selected all required options.
3. You will now be presented with the contact patients prompt, here you can select several settings as to who you wish to communicate with. Select OK when ready.
4. You will now be presented with the email details prompt, here you can select several details for the email template, including the template itself, and select OK when ready to proceed.
   
   • Document attachment options are greyed out unless you first check the Attach Document checkbox. Click any document attachment to see a preview at right.
5. If you selected an email template, this will be on screen, otherwise your email draft will be blank, ready for you to create your email.
   • You can attach any documents, image files (x-rays, photos, etc.) or other files. 
   • Add a subject line, if not already entered.
6.  Once you have created your email click send, EXACT will now create each individual email for all recipients, adding them to your email outbox, ready to be sent to your patients.

Tips and Tricks

• 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.