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1 Contents How to: Send Blast Messages... 2 What is Blast?... 2 What can I use Blast to do?... 2 How do I send Blast Messages?... 4 How do I send Blast Messages?...6 How do I send Text Blast Messages? How do I send Telephone Blast Messages? How do I send Secure Portal Blast Messages? Which Blast messages are set up to automatically repeat? For more information, contact Updox at: How to: Send Blast Messages Updated August, 2018 Page 1 of 24

2 How to: Send Blast Messages What is Blast? Blast is a one-way messaging application that allows your office to engage with multiple patients at one time via text messages, phone calls, s, or secure portal messages. Providers can broadcast messages to multiple patients at one time. Blast is not about communicating with one patient regarding their personal information. Instead it s a means of communicating with multiple patients at one time for a specific reason. Review the full suite of Blast training at Blast Overview How to: Send Birthday Blast Messages How to: Send Appointment Follow-up Blast Messages How to: Send Future Appointment Blast Messages How to: Use Blast Reporting How to: Use Blast Templates What can I use Blast to do? You can use Blast to automatically send messages to patients with: Instructions for future appointments Follow-up information asking patients if they have any questions about their appointment/medications Office announcements, such as an early closing for inclement weather Birthday Wishes You can also use blast to generate revenue for your office by sending messages about: Annual physicals Sports physicals for athletes Notifications about seasonal health concerns and precautions Flu shots and other seasonal messages Immunizations Back-to-school checkups How to: Send Blast Messages Updated August, 2018 Page 2 of 24

3 What do I need to do first? Before you begin sending Blast messages, take the following items into consideration: Determine if your message will automatically repeat Blast messages can be set up to automatically repeat. Be aware of the day/time: Daily Blast messages will be sent at 9 a.m. each day. Weekly Blast messages will be sent on the same day each week at 9 a.m. it will be the day you set up your initial message. o Example: Tuesday of every week Monthly Blast messages will be sent on the same day each month at 9 a.m. it will be the day you set up your initial message. o Example: the 3 rd of every month Consider the time of day Consider the day and time that you set up your initial message to ensure repeating Blast messages are sent on the appropriate day. Gather Contact Information The outreach of your messages is only as good as the information on file so make sure you gather phone numbers and s for your patients. Include your contact information Blast is a one-way outbound messaging application. Patients cannot respond to your messages, so include your phone number for convenience. DO NOT include personal health information Only messages sent through the Updox patient portal are HIPAA compliant. If you send a text, , or phone Blast message, DO NOT include personal information. Set up templates for frequently used Blasts Set up Blast templates for frequently used Blast messages. This will save you time. Review How to: Use Blast Templates for more information. How to: Send Blast Messages Updated August, 2018 Page 3 of 24

4 How do I send Blast Messages? Follow these step-by-step instructions to begin sending any type of Blast message: How do I send Blast Messages? 1. From the Inbox, go to Menu. 2. Select Blast. 3. Select the type of Blast message you want to send: a. Blast b. Portal Blast c. Telephone Blast d. Text Blast NOTE: The Updox Patient Portal is required to send Portal Blast messages. How to: Send Blast Messages Updated August, 2018 Page 4 of 24

5 How do I send Blast Messages? 4. A new window will open to enter the information for the type of message you are sending. NOTE: See the step-bystep instructions for each type of Blast message in this job aid. How to: Send Blast Messages Updated August, 2018 Page 5 of 24

6 How do I send Blast Messages? This is an example of sending an appointment follow-up message via . This type of message might include asking patients how they are feeling or providing further information about staying healthy. Follow these step-by-step instructions to send Blast messages: How do I send Blast Messages? 1. Once you access Blast from the Menu, select Blast. 2. A new window will open. Here you ll customize your followup message to patients. How to: Send Blast Messages Updated August, 2018 Page 6 of 24

7 How do I send Blast Messages? 3. Choose if you will Respect patients communication method. Since we are setting up an message, any patient that has a stated preference of text or phone will not be included in this list. 4. From the drop-down menu, choose who will receive your message. NOTE: There are several prebuilt choices. The choices for an appointment follow-up message are: Yesterday s Appointments Last 7 Days Appointments Last 30 Days Appointments How to: Send Blast Messages Updated August, 2018 Page 7 of 24

8 How do I send Blast Messages? 5. Include a Subject for your . This is the Subject that individuals will see when they receive your message. 6. Be specific about which patients from your list receive your message by selecting Filter by Appointment. Choose from: a. Date range b. Calendar c. Appointment type NOTE: This is useful when sending different types of follow-up messages. For example, a message to a sick patient would be different than the message to a new patient after their first visit. How to: Send Blast Messages Updated August, 2018 Page 8 of 24

9 How do I send Blast Messages? 7. Further filter your list by age. 8. Start typing your message. 9. Use brackets in the text of the message to note variables for personalizing the message. NOTE: When the message is sent, the variables will be replaced with the appropriate information. For example, your message will say Lisa in place of the [firstname]. 10. The complete list of variables is displayed in this screen. How to: Send Blast Messages Updated August, 2018 Page 9 of 24

10 How do I send Blast Messages? 11. If you want this message to be sent automatically, choose the appropriate option from the drop-down menu. NOTE: See What do I need to do first? section at the beginning of this job aid before sending your message. 12. When you are finished personalizing your message, select Send. 13. A new window will open. a. Select Yes, Continue This Operation to confirm sending the message to the number of people indicated. b. Select No, Cancel This Operation if you see concerns with the information. How to: Send Blast Messages Updated August, 2018 Page 10 of 24

11 How do I send Text Blast Messages? This is an example of wishing a patient a happy birthday via a text message. Follow these step-by-step instructions to send text Blast messages: How do I send Text Blast Messages? 1. Once you access Blast from the Menu, select Text Blast. 2. A new window will open. Here you ll customize your birthday message to patients. How to: Send Blast Messages Updated August, 2018 Page 11 of 24

12 How do I send Text Blast Messages? 3. Choose if you will Respect patients communication method. Since we are setting up a text message, any patient that has a stated preference of or phone will not be included in this list. 4. From the drop-down menu, choose who will receive your message. NOTE: There are several prebuilt choices. The choices for a birthday message are: Today s Birthdays This Week s Birthdays This Month s Birthdays How to: Send Blast Messages Updated August, 2018 Page 12 of 24

13 How do I send Text Blast Messages? 5. Be specific about which patients from your list receive your message by selecting Filter by Appointment. Choose from: a. Date range b. Calendar c. Appointment type NOTE: It is unlikely that you ll use these filters for birthday messages because you d want to send birthday wishes to all your patients, but you would use this option if you send other messages via text. 6. Start typing your message. 7. When sending text messages, make sure your message is succinct and within the character limit. How to: Send Blast Messages Updated August, 2018 Page 13 of 24

14 How do I send Text Blast Messages? 8. Use brackets in the text of the message to note variables for personalizing the message. NOTE: When the message is sent, the variables will be replaced with the appropriate information. For example, your message will say Lisa in place of the [firstname]. 9. The complete list of variables is displayed in this screen. 10. If you want this message to be sent automatically, choose the appropriate option from the drop-down menu. This is recommended for birthday messages. NOTE: See What do I need to do first? before sending your message. 11. When you are finished personalizing your message, select Send. How to: Send Blast Messages Updated August, 2018 Page 14 of 24

15 How do I send Text Blast Messages? 12. A new window will open. a. Select Yes, Continue This Operation to confirm sending the message to the number of people indicated. b. Select No, Cancel This Operation if you see concerns with the information. How to: Send Blast Messages Updated August, 2018 Page 15 of 24

16 How do I send Telephone Blast Messages? This is an example of sending instructions to a patient for an upcoming appointment via a recorded telephone message. For recorded telephone messages, a computerized voice will be used. This type of message may include fasting requirements, bringing insurance information, or even asking patients to arrive early. Follow these step-by-step instructions to send telephone Blast messages: How do I send Telephone Blast Messages? 1. Once you access Blast from the Menu, select Telephone Blast. 2. A new window will open. Here you ll customize your message with information for the patient about their upcoming appointment. How to: Send Blast Messages Updated August, 2018 Page 16 of 24

17 How do I send Telephone Blast Messages? 3. Choose if you will Respect patients communication method. Since we are setting up a telephone message, any patient that has a stated preference of or text will not be included in this list. 4. From the drop-down menu, choose who will receive your message. NOTE: There are several prebuilt choices. The choices for a future appointment message are: Today s Appointments Tomorrow s Appointments Next 7 Days Appointments Next 30 Days Appointments How to: Send Blast Messages Updated August, 2018 Page 17 of 24

18 How do I send Telephone Blast Messages? 5. Be specific about which patients from your list receive your message by selecting Filter by Appointment. Choose from: a. Date range b. Calendar c. Appointment type 6. Start typing your message. 7. Use brackets in the text of the message to note variables for personalizing the message. NOTE: When the message is sent, the variables will be replaced with the appropriate information. For example, your message will say Lisa in place of the [firstname]. 8. The complete list of variables is displayed in this screen. How to: Send Blast Messages Updated August, 2018 Page 18 of 24

19 How do I send Telephone Blast Messages? 9. If you want this message to be sent automatically, choose the appropriate option from the drop-down menu. NOTE: See What do I need to do first? section at the beginning of this job aid before sending your message. 10. When you are finished personalizing your message, select Send. 11. A new window will open. a. Select Yes, Continue This Operation to confirm sending the message to the number of people indicated. b. Select No, Cancel This Operation if you see concerns with the information. How to: Send Blast Messages Updated August, 2018 Page 19 of 24

20 How do I send Secure Portal Blast Messages? This is an example of sending an appointment follow-up message via the secure portal. The Updox Patient Portal is required to send this type of Blast message. Because the portal is HIPAA compliant, this type of message can include personal information. A secure portal Blast message is the ONLY type of Blast message that is HIPAA compliant. Follow these step-by-step instructions to send secure portal Blast messages: How do I send Secure Portal Blast Messages? 1. Once you access Blast from the Menu, select Portal Blast. 2. A new window will open. Here you ll customize your followup message to patients. How to: Send Blast Messages Updated August, 2018 Page 20 of 24

21 How do I send Secure Portal Blast Messages? 3. From the drop-down menu, choose from whom the message will be sent. 4. From the drop-down menu, choose who will receive your message. How to: Send Blast Messages Updated August, 2018 Page 21 of 24

22 How do I send Secure Portal Blast Messages? 5. Include a Subject for your message. This is the Subject that individuals will see when they receive your message. 6. Be specific about which patients from your list receive your message by selecting Filter by Appointment. Choose from: a. Date range b. Calendar c. Appointment type NOTE: This is useful when sending different types of follow-up messages. For example, a message to a sick patient would be different than the message to a new patient after their first visit. How to: Send Blast Messages Updated August, 2018 Page 22 of 24

23 How do I send Secure Portal Blast Messages? 7. Start typing your message. 8. Use brackets in the text of the message to note variables for personalizing the message. NOTE: When the message is sent, the variables will be replaced with the appropriate information. For example, your message will say Lisa in place of the [firstname]. 9. The complete list of variables is displayed in this screen. 10. If you want this message to be sent automatically, choose the appropriate option from the drop-down menu. NOTE: See What do I need to do first? before sending your message. 11. When you are finished personalizing your message, select Send. How to: Send Blast Messages Updated August, 2018 Page 23 of 24

24 Which Blast messages are set up to automatically repeat? Follow these step-by-step instructions to view Blast messages set to repeat: Which Blast messages are set up to automatically repeat? 1. From the Inbox, go to Menu. 2. Select Admin. 3. Select Blast Configuration. 4. Select the Schedules tab. 5. A list of the currently scheduled Blasts will be displayed. 6. If you want to remove a Blast message from the schedule, simply select the x beside it. For more information, contact Updox at: Sales@updox.com Support@updox.com x x2 Updox Learning Center How to: Send Blast Messages Updated August, 2018 Page 24 of 24