Sending Targeted Marketing Letters or Reminder Cards
Applies to: DVMAX v7.0.12 and higher
Purpose: This document will describe the steps to take if a clinic is interested in sending targeted marketing letters to clients. For example, some clinics choose to send "February is Dental Health Month" letters at the end of January, or Heartworm Prevention information in the spring. This document can also be used if your clinic is sending reminders cards or letters to a subsection of your patients who have reminders due. For example, if you want to reach out to patients who may have missed their annual visit or lab work due to COVID-19 related delays, you can choose to search for certain subsets of patients to get them back on a schedule. You may choose to start with elderly patients who need lab work performed and send them a letter rather than a reminder card. You can use these instructions to print reminder cards or letters.
Create The Document
Documents can be created in Patient Word Processing. This will allow you to include client and patient specific information in the materials.
- Open the patient Word Processing tab (this can be done from any patient record)
- Click New
- Create the document
- To insert client or patient specific information, click Show Palette - click an information field on the palette, then click Insert at the bottom of the palette. DVMAX will place the selected information into the word processing document at the current cursor position. Double-clicking a field name in the Palette is a shortcut for inserting that field.
Tip: Holding down the Shift key on your keyboard while inserting an item from the Word Processing Palette will capitalize the text you are inserting.- These documents may also help in the creation of your document:
- After the document is created, click Save
- Enter a name for the document
- Change the Document Class to Protected Document
- Click Save
Search for Specific Group of Patients
You will want to use the powerful General Search options to build a search that will identify the specific group of patients. The following documents will help you create your search:
- Performing Searches using the General Search Option in DVMAX v7.0.12 - v8.5
- Performing Common General Searches in DVMAX v7.0.12-v8.5
- Performing Searches Using the General Search Option in v8.6 or higher
- Performing Common General Searches in DVMAX v8.6 and above
Printing The Document
After you have generated the list of targeted patients, you'll want to print the document that was created.
To print a Word Processing Document
- From the list of patients generated by your search above, choose Print from the File pull-down
- Scroll to the bottom of the list of options and choose 4D Write...
- **If printing a custom created reminder card, check-off Multiple Cards on a Page
- Click Print
- Choose the Protected Document
- Click Open
- Complete printer options
- The document will print for each patient and include patient specific information
To print the Built-In Reminder Card
- From the list of patients generated by your search, choose Print from the File pull-down
- From your list of options and choose Reminders
- Check Multiple Cards on a Page
- Click Print
- Complete printer options
- A reminder card will print for each patient and include patient specific information
Other Helpful Resources
The following documents may also prove helpful when sending out marketing materials:
- Printing Client Address Labels to a 3 x 10 Avery Label Sheet
- How do I get a list of client Email Addresses to Email-blast my clients? (NOTE: This will not allow you to email patient specific materials. This article will help you generate a list of client email addresses to import into your email program, allowing you to send the same email to a group of recipients).
- Managing your reminder system: