Overview
Cloud 9 Software now offers the ability to create text templates for Cloud 9 Connect Appointment Campaigns within the Automation Suite. Previously this feature was created in the Document Editor, but to streamline your experience and for better access, all text templates for any patient communications options are now created in "Edit > "Automation Suite" > "Recurring Campaigns". You have the ability to merge patient information in a user friendly interface and you can also incorporate emojis for a more customized message. This article will guide you through the process.
Setup
Before you begin, you will want to make sure that you have Appointment Campaigns set up. Click on "Edit" > "Automation Suite" > Appointment Reminders. This is where you would pick the template when you are ready to select it. Next, make sure you have access to Recurring Campaigns, where you will build the text Template. Confirm that you are set up for Recurring Campaigns by navigating in Cloud 9 to "Edit > "Automation Suite" > "Recurring Campaigns." If you cannot access Recurring Campaigns or the Templates tab, you may need the Recurring Campaigns permissions applied to your Employee account by an admin at the practice. This article outlines the process: Recurring Campaigns Employee Permissions.
Text Template Creation Process
Step 1: Once you are in Recurring Campaigns, click on the "Templates Tab."
Step 2: The text template dialogue box has the options to enter your text message on the right and a preview of what the text message will look like on the left. In the first field titled "Name" you can enter the name of the template. This can be any name you prefer.
Step 3: The next box is titled "Copy From Existing Template" and is optional. You would only use this box if you have already have a saved template that you can just make some minor changes to and save for this appointment text.
Step 4: If "Copy from Existing Template" is not needed, you would move to the next box to pick the "Category." Since this is for Appointment Campaigns for Category you would want to select Appointment.
Step 5: The next box is the "Message" box. This is where you will type the exact text message that you would like to send within the appointment reminder. There are two things you can put in text message templates other than plain text. Those are emojis and "Merge tags." You can find the emojis by clicking on the smiley face icon in the upper left of the message box. The "Merge Tags" option is just to the right of the emojis. You can think of merge tags as equivalent to merge fields in your letter templates, as they allow you to pull specific information from your database. For example, in the illustration, I am including the merge tags for the patient's first name and the appointment date. I also threw in a cute emoji. With the name and emoji, it gives the text a much more personal feel.
Also, note the character count at the bottom right of the message window. You now get a full 640 characters for text campaign templates, and it will warn you when you go over the character limit.
Step 6: You can now save your template and you're ready to assign it to your appointment reminders under "Setup" > "Automation Suite" > "Appointment Campaigns." If this example was being used as a Pre-Appointment Reminder you would edit the pre appointment rule for texts and choose this as the template. Once it has been chosen in the Appointment Campaign Routine it is ready to send.
As always, if you have any further questions please do not hesitate to reach out to Cloud 9 Support by emailing us at cloud9support@planetdds.com, or chatting us online using the chat bubble on the lower right at https://cloud9support.planetdds.com/hc/en-us, or giving us a call during our business hours of 8:00 AM EST to 8:00 PM EST at the 1.800.394.6050 option 2.