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Send an Email to All Patients

If you’re looking to populate a list of all your patients’ email addresses, look no further than the patient list report! It’s got all the demographics within a patient’s profile in one place, including their email address. You can import the list to a program called Mailchimp and send a customized, mass email to your patients!

For more information on our Mailchimp integration, check out our Mailchimp guide that walks through setting this integration up in a bit more detail!

While we offer an integration, this approach is a little different if you’re using a program other than Mailchimp or would like to use audiences differently.

Let’s start by populating a list of your patient’s emails 😊

1) Populating a List of Patient Emails

To view this report, a Full Access* user can head over to the Reports tab and then click on Patient List.

Whether you need to email a small portion or the entire patient list, you’ve got options!

Option #1: Emailing your entire patient list

By default, Jane will populate your entire patient list once the report loads. If you’d like to send an email to your full patient list, you can skip down to Exporting your Patient List.

Option #2: Emailing a smaller list of patients:

We’ve added a few handy filters if you are looking to email a smaller group of your patients:

  1. Created Date: this will help you narrow down the list of patients to those that were created by the patient or practitioner within the date range.
  2. Appointment Date: this will help you narrow down the list of patients to those that had an appointment booked in the schedule, with any practitioner, during that date range.

One thing to watch for with the Created Date is the date range; This must be greater than the range for the appointment date or it won’t return any results. You can’t have a patient with an appointment before they were created! :)

Alternatively, if there are specific clients that you would like to email, we’ve got just the workaround for you! We recommend exporting the report to Excel and customizing the columns by removing any clients that you don’t want to be included. Check out our guide doc on Exporting Reports and Customizing them in Excel that has some tips and tricks when using Excel.

2) Exporting Your Patient List

Once you have the list narrowed down to the patients you want to contact, the next step is to export the list.

Click on the three horizontal black dots on the top right of the report and then select Export to Excel or CSV.

A new tab will open up and after a few seconds, your CSV file should be ready for download. Click on “Download CSV File”.

Editing the file:

If you would like to open and edit the file, you can delete any data that you don’t want imported into your email platform.

If you are using Mailchimp, the minimum requirements are:

  • First Name
  • Last Name
  • Email Address

💡 If you’re using Mailchimp, make Email Address the first column in the CSV to simplify the import process.

You will then need to re-save the file in CSV format. This option can usually be accessed from the File menu in your spreadsheet program, labelled as “Export as .CSV” or “Download as .CSV”.

3) Login to MailChimp

You will need to set up a Mailchimp account if you haven’t done so already. To do this, head over to Mailchimp and sign up for a free account. A free Mailchimp account allows you to send up to 1000 emails to 500 contacts per month (if you have 500 contacts that’s 2 emails per month).

Once you’ve signed up and added your business address information, you can skip the remaining steps until you have completed the setup.

The following steps will be done on Mailchimp, so we have linked their helpful guides to keep things most up to date!

4) Create a new Audience

Recommended if you already have a Mailchimp account for other purposes. This allows you to have a list of just these patients for future mass emails.

5) Import your contacts

Follow these steps to bring the list into Mailchimp from your downloads folder.

6) Send an Email

In Mailchimp emails are called Campaigns, creating one will allow you to send out a mass email to your clients.

These guides should provide the most up-to-date information for you, but we know using multiple references for one task can be tricky, so we have also created a few videos for you too:

Marketing List

As mentioned at the start, Jane has a built-in integration to keep your marketing email list synchronized with Mailchimp, but Jane doesn’t send these emails, Mailchimp does. This list is made up of all the clients who have checked the box to indicate that they are okay with marketing emails.

The only mass email that is sent from Jane is when you first start up your account, Jane can send one mass email to welcome your patients and prompt them to sign up on the patient/client side. Other than that, all mass emails that go to your entire client list and that are not appointment reminders/notifications must be done via Mailchimp. :)

If you need help connecting your Jane account to Mailchimp, we’ve got a handy Guide that can help you with the steps and just generally understand more about our integration with Mailchimp:Mailchimp Integration Guide.

Happy emailing, and let us know if you have any questions on this!

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