🤳Campaigns

Campaigns are clinic-initiated touchpoints.

Campaigns enable you to quickly send a custom message to a list of patients. Use it to let patients know about any number of updates, such as:

• New doctors

• New services

• Vaccine availability

• Doctors leaving

Or, let patients know about last minute changes to their care (e.g., delays or cancellations due to weather or personal emergencies).

Campaigns can be sent via text message or email and enable you to reach patients more quickly, more easily, more effectively, and at a much lower cost than phone calls and/or letters.

How it works

Once you launch your campaign, messages will be sent between 9am - 5pm everyday until all messages are sent. Campaign messages can be sent via text message (160 character limit) or email.

There's no limit on the number of patients you can send a campaign to; however, we limit the rate at which messages are sent to 1500 patients per day.

If you'd like your campaign sent at a faster rate, let us know when you create the Customer Success team request for your campaign message.

You'll be able to download a "Campaign Summary" after your campaign is completed to see which patients were successfully messaged or not.

How to create a campaign

Step 1: Create your campaign message

Submit a request to the Mikata Customer Success team letting us know what you would like your message to say (160 character limit for text messages). Our team will create and add the message template to your Mikata account.

Step 2: Create the list of patients to be messaged

Upload the list of recipients to receive the campaign message.

The list of patients needs to be a .CSV file with columns containing the following information:

• Patient first name

• Patient last name

• Mobile phone number

• Home phone number

OR

• Patient first name

• Patient last name

• Email

Note:

• CSV files can include phone numbers AND emails, but this will send an email AND text to each patient.

• You cannot have any empty cells in the file, so if a patient does not have a home phone number, simply enter a "0" in the home phone number column.

For more information on how to generate patient lists from your EMR, check out the instructions below:

Generating a Day Sheet CSV file in Accuro

So you're looking at sending a campaign to patients on a provider's daysheet? Here is our step-by-step guide:

1. Select the schedule of the provider whose patients you would like to include in the campaign.

2. CTRL + click the printer at the top left hand of the schedule.

3. A "CSV Daysheet" window will appear - click off everything except: Patient First Name, Patient Last Name, Home Phone, and Cell Phone.

4. Click on the 3 dots to choose a file in which to export the CSV you created!

Generating a CSV File for All Patients in Accuro

So you' re looking to get a campaign sent out to all patients of a provider? Here's a step-by-step guide on how to generate the file needed:

1. At the bottom left hand corner, click on the Accuro logo.

2. Select "Reports" from the main menu and click on Query Builder (Alerts)

3. Once you're in the Query Builder window, add the name of your Campaign by using the green plus sign on the bottom left side of the window

4. In order to get the correct information for the file, you must add rules to the query builder

• Office provider - be specific about which provider(s) you would like to pull patients for. This will narrow down the patient list .

• Phone number

  • Notice that there is a "New" button with plus sign. This contains "Home Phone" ‚"Cell Phone", and ‚"Work Phone" - we are going to ignore these! Simply add the rule so that when it comes to the top of the query window, it says Phone Number - exists.

  • Remember - the CSV needs only the Home Phone and the Cell Phone. You can delete the Work Phone tab once you have created the file.

5. Once you have the rules in place, click on "Run Report" on the bottom right hand side of the window.

6. A pop up window with your selected "Office Provider" and "Phone Number" rules will appear - click "run".

7. A sample of what the CSV file looks like will come up - you may notice that there are a few columns that are not needed for the campaign. These can be deleted after the file is exported.

8. The window that comes up automatically checks off Encrypted. This CANNOT be checked off in order for the export to be successful.

9. Once you have double checked that Encrypted is not selected, you may export the CSV you created into a file of your choice!

Generating a CSV File on MedAccess

So you're looking to send a campaign to patients? Here's a step-by-step guide on how to generate the file needed:

1. In the top right corner of the screen, choose reports and create a new template. This could be the name of the campaign you are creating!

2. After you are done creating the new template, scroll down to the "Appointments" tab and add the provider(s) and the date(s) that you would like to create a CSV for. Here you can also choose the specific appointment type if needed.

3. Once you have set your criteria, head to the right side of the Reports window. Under the "Type" drop down menu, select "Appointment Lists".

4. Click on the printer icon next to "Appointment List" and open the file in the pop up window.

5. The file contains columns that are not needed in order to create a campaign. Be sure to erase all columns except for the first name, last name, phone number.

6. Save the file under a recognizable name with ".csv" and you can now upload into the campaign window on the mikata app!

Please note: The number that is pulled for the CSV file is the first viable number in the patients file. The number that the patient would like to receive the campaign to must be unchecked (unlisted).

Step 3: Configure and launch your campaign in the Mikata app

Navigate to the Campaigns section of the app by clicking the Campaigns icon on the app menu on the left hand side of your screen.

Click 'Create Campaign' and enter your campaign details.

This includes:

• Name: Enter a descriptive name for your campaign (e.g., 'Dr. Brown - Retirement Announcement').

• Message: Select the message our team created for you from the drop down.

• List of recipients: The CSV file you created.

• Date: Select the date you would like the campaign to start from the calendar.

• Message Frequency: The rate at which messages are sent.

  • Slow (~50 patients / day)

  • Medium (~100 patients / day)

  • Fast (~500 patients / day)

  • Very fast (~1000 patients / day)

  • Super fast (~1500/day)

    • If you'd like your campaign sent at a faster rate, let us know when you create the request for your campaign message.

Step 4: Double check the information you've entered to make sure it's correct!

Step 5: Click the "Create" button to launch your campaign

Step 6: To activate your campaign click on 'Start Campaign'

This activates the campaign and messages will begin going out on the start day you selected.

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Campaign Summary

After your campaign is complete, Mikata will generate a summary file that indicates which patients were successfully messaged or not.

To access this file head to the Campaigns page again. Here you will find a list of all campaigns you've sent. Click on the campaign you would like to see a summary of.

A pop-up will appear with the details of the campaign such as the date it was created, the status, send rate, the original patient list, and how many patients successfully received the message.

Click the download icon to download the Campaign Summary file. This file contains a detailed breakdown of which patients received their message, including the date and time the message was sent, and which patients did not receive it.