Summary
The first step for a successful Financial Campaign is creating the Template. This guide will review the process.
Setting up a Financial Campaign Text Template.
Step 1. Navigate to Edit > Automation Suite >Recurring Campaigns. Then click the 'Templates' tab.
Step 2. Click to 'Add Email Template' or 'Add Text Template'. For this first example I'll click 'Add Text Template.'
Step 3. A dialogue box that says 'New Text Template' will open. In this screen there is a preview on the left of what the text will look like. First, name the Template. For this, I chose 'Past Due Reminder - Over 30 Days.' If you wish to copy from an existing text template, select the appropriate template in the 'Copy from Existing Template' Field. If not, skip to the next step.
Step 4. Select the category. For Financial Campaigns for a past due balance, the category on the text template will always be 'Balance Notification.'
Step 5. Move down to the text field to start to create the actual template. You can type your Message, use the merge tags field, and even use an emoticon. The bottom of the template will tell you how many characters you have remaining out of 640 characters.
For this template I am entering the following: Hello {{{Recipient_Full_Name}}, your account balance of {{Financial_Responsible_Due_Now}} is past due for {{Patient_First_Name}}'s orthodontics treatment. Please make a payment online at www.yourwebsitehere.com or call us at {{Practice_Phone}} to resolve this. Thank you, {{Practice_Name}}
Tip: Each Merge field can be found in the appropriate categories of the drop down. For Recipient, click Merge Tags > Recipient > Recipient First name. For Financial Responsible click Merge Tags > Financial Responsible > Financial Responsible due now. For practice information click Merge Tags > Practice.
Step 6. When you have the message set up how you'd like, click the orange 'Save' button to save the text template for Financial Campaigns. To continue setting up a Financial Campaign using that template, follow to the next article here. (Sample Screenshot below of what the text template will look like in Cloud 9.)
Setting up a Financial Campaign Email Template
Step 1. Navigate to Edit > Automation Suite, >Recurring Campaigns. Then click the 'Templates' tab.
Step 2. Click to 'Add Email Template' or 'Add Text Template'. For this example we will click 'Add Email Template.'
Step 3. Once you get to this point, you have two options. You can use one of our pre-created Templates or use an entirely blank template. If you use an entirely blank template you will need to add content and also add the sender address and unsubscribe fields at the bottom. For more information on creating email templates in general, see this link. For more information on how to add the sender address and unsubscribe fields, (legally required) see this article.
Below we will go into a basic email template for a past due campaign step-by-step.
Step 4. So let's assume we have selected 'Add blank template'. First, we need to click the Blocks Section on the write and drag the blocks we want. I will drag one over for the header/logo, then one for the text, and then a smaller one for the bottom with buttons to click to website and also the sender address and unsubscribe. After I pull over the blocks section my template looks like this.
Step 5. Next, we need to navigate to the Content Menu on the upper right to enter our content into the blocks we have just added. I will click on the image icon, and drag it over to the top so I can insert the header/logo. After dragging the image to the correct section of the email template, click it to bring up the menu on the right to edit. Here you can use our magic image to generate your own images or you can upload an existing image. You can click the image and click the edit button to edit it also, if you like, in the GIF I made it smaller by adjusting the dimensions. GIF below showing the process.
Step 6. Next, I will drag the header box over to add a header to catch the recipients eyes. I will put 'Friendly Reminder: Balance Past Due. I will click after I drag, type my header text, and then on the menu on the right I can change how it looks and how it is centered. After I am done, I will hit the x in the upper right hand corner to exit out to the template again and more onto the next step. GIF showing the process is below.
Step 7. Now, I want to drag a paragraph box over so I can add some text fields and some merge fields. First, I will click and drag the paragraph box to the desired spot. I will alternate between adding text and merge fields based on the need for this draft. GIF below shows process to add the body of the email text. There is also a button at the end of the GIF that you can press to preview what it will look like on a phone or computer. GIF Below showing process.
Tip: If you have Planet DDS Pay, you can setup the patient portal to allow established patients to make payments online. That is why I chose to use these merge fields. Patient portal merge fields are only available on the email campaigns, not for texts.
Step 8. The last step for an email template is to add the Sender Address and Unsubscribe Merge tags before saving the template. You will type Sender Address, highlight it then click merge tags and choose sender address. Next, type unsubscribe, highlight it, then choose unsubscribe from the merge tabs. When complete, you can save the template, name it, and make sure the category chosen is for balance notification.
When you have completed your text or email Template, you are ready to move on to the next step of creating a financial campaign, setting up a recipient list. For more information on how to set up a recipient list for a Financial Campaign, see this article.
Sample Message Template Ideas and Helpful Hints
Sample Email Message:
Subject: Reminder: Past Due Balance on Your Account
Dear [Responsible Party Preferred Name],
We hope this message finds you well!
We are reaching out to remind you that there is an outstanding balance of $[Amount] on your account.
To make it easy for you, you can pay online by clicking [here] (insert payment link) or by contacting our office at [Phone Number].
If you have any questions or need assistance regarding your balance, please reach out via [Office Phone Number]. We appreciate your attention to this matter and thank you for being a valued patient!
Best regards,
[Ortho Practice Name]
Sample Text Message:
Hi [Responsible Party Preferred Name], this is a friendly reminder that you have an outstanding balance of $[Amount]. To make a payment, please visit [insert payment link] or reply to this message with questions.
Thank you! [Ortho Practice Name]
Additional Information
Cloud 9 Financial Campaigns Overview
Setting up a Financial Campaign Responsible Party Recipient List
How to setup a Financial Campaign: Putting it all Together
Financial Campaign Recommended Message Interval Examples
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.