SimpleClinic.net

This article will explain how to automatically send an email to a patient after an appointment to obtain feedback, give extra information or invite them to the Patient Portal 

Survey Emails will be sent the day after an appointment and processed at 9am AEST (Brisbane, Australia).

On this page: 

• Legal Requirements
• Operational Considerations
• Create a Survey Email 
• Include an online feedback form

Legal Requirements

• Many countries (Australia included) regulate the sending of commercial messages via email.  Appointment reminders that do not contain or serve a promotional or marketing purpose are generally exempt.  Messages sent for marketing purposes (such as requesting feedback etc.) are not.  Please ensure you review your obligations to avoid financial penalties to your clinic.  
  
  • AU: https://www.acma.gov.au/theACMA/protect-yourself-from-spam
  • NZ: https://www.dia.govt.nz/Spam-NZ-Spam-Law-for-Businesses

• We provide an {{optout}} tag that can be used in your messages to opt patients out of non transactional emails sent by SimpleClinic (further survey emails).  

• Please be aware that attachments cannot be sent on survey emails as they are considered marketing emails and as such any attachments will be dropped by the mail server. 

Operational Considerations

• Attachments cannot be sent on survey emails as they are considered marketing emails and as such any attachments will be excluded by the mail server.
• The same merge tags used in Booking Emails can be used in Survey Emails.
• Survey emails can be customised for each service category.  This allows you to send messages for initial or followup consultations based on how you have defined your service categories.  
• Survey Emails will automatically include an opt out link (this does not need to be added manually).  This will allow the patient to opt out of further non transactional emails from SimpleClinic (survey emails). Transactional appointment booking and reminder emails will still be sent. This opt out will not flow through to any integrated marketing systems (MailChimp, MailerLite or ActiveCampaign), that is handled by emails sent through your integrated marketing system. 
• Patients marked as a "bad patient" or where their appointment was marked as being a "no-show" or "cancelled" will not be sent a survey email.

Create a Survey Email

1. Go to Business Setup -> Message Settings ->Message Trigger -> select Survey Messages -> select a Service Category -> update Message Body -> SAVE.

Include an online feedback form

Use forms in the Survey Emails to send a form to a patient.

SimpleClinic has provided a sample feedback form which can be accessed by going to Content -> Forms -> Add -> Load form from the form library ->OK -> SimpleClinic Sample Feedback Form ->Ok ->  Re-name -> modify if needed -> SAVE

2. Go to Business Setup -> Message Settings ->Message Trigger -> select Survey Messages -> select a Service Category -> select Insert Form -> select the form -> OK -> edit text as needed -> SAVE.