Sending Batch SMS Messages

1. Accessing the Batch SMS Feature

1. Log In to Your Account:
   • Sign in to your iClinic account using your credentials.
2. Navigate to the Schedule Section:
   • Click on the Schedule icon from the dashboard to open the appointment schedule.
3. Open the Batch SMS Interface:
   • On the schedule page, locate and click on “Batch Send SMS.”
   • The Batch SMS window will appear.

2. Composing the SMS Message

1. Select the Message Type:
   • Click the dropdown menu next to “Message Type.”
   • Choose the appropriate message type based on the purpose of the SMS (e.g., appointment reminder, follow-up, custom message).
2. Using SMS Templates:
   • If pre-configured templates are available: 
     • Click the dropdown next to “SMS Template” and select the desired template.
   • For multilingual templates: 
     • Select the language from the “SMS Language” dropdown to customize the message accordingly.
3. Customizing the Message:
   • After selecting a template: 
     • The template content will automatically appear in the message box.
     • You can modify the text or delete it to write a custom message.
4. Using Keywords for Personalization:
   • Keywords appear within templates as #KW (e.g., #KWPatientName).
   • These keywords will automatically populate with patient-specific or clinic-specific information when the message is sent.

3. Previewing the SMS Message

1. Preview the Message: 
   • Click the “Preview” button to review the message before sending.
   • A preview will appear below the button, showing: 
     • The message content with populated keywords.
     • The number of characters in the message.
     • The number of SMS segments the message will use (if it exceeds the character limit for a single SMS).

4. Selecting Recipients for the SMS

1. Eligibility for Receiving SMS:
   • Only patients with appointments on the selected date will appear in the recipient list.
   • To be eligible: 
     • The patient must have SMS enabled as their Notification Preference in their registration.
     • The patient’s appointment should be set up to allow SMS reminders.
2. Selecting Patients:
   • Check the box next to each patient you want to send the SMS to.
   • If you need to select all patients listed, use the “Select All” option (if available).

5. Configuring Patient SMS Preferences (If Needed)

1. Update Notification Preferences:
   • If a patient doesn’t appear in the recipient list: 
     • Go to the patient’s Registration Page.
     • Change the Notification Preference to “SMS.”
     • Ensure the patient’s Mobile Phone Number is correctly entered.
     • Click “Save.”
2. SMS Setup for the Patient:
   • Click on “SMS Setup” in the registration page.
   • In the SMS Messenger Setup Box: 
     • Ensure the Text Communication Status is set to “Enabled.”
     • Verify the Mobile Phone Number is displayed.
     • Select the patient’s Preferred Language.
     • Under “Types of Reminder,” ensure “Appointment” is selected.
   • Click “Save” to apply the changes.

6. Sending the Batch SMS

1. Final Review:
   • Confirm that the message content, recipient list, and patient preferences are correct.
2. Send the SMS:
   • Click the “Send” button to dispatch the SMS messages to the selected recipients.

7. Best Practices for Sending Batch SMS Messages

• Review Message Content:
  • Always preview messages to check for typos, incorrect details, or missing keywords.
• Respect Communication Preferences:
  • Ensure that patients have consented to receive SMS messages and that their notification preferences are correctly set.
• Schedule Reminders Strategically:
  • For appointment reminders, send messages 24–48 hours before the scheduled appointment to allow patients time to reschedule if necessary.
• Limit Message Frequency:
  • Avoid sending multiple reminders in a short period to prevent overwhelming patients.

8. Troubleshooting Common Issues

• Patients Not Showing in the List:
  • Verify the appointment date matches the selected schedule date.
  • Check if the patient has SMS enabled in their registration settings.
  • Ensure the patient’s mobile phone number is saved correctly.
• Message Delivery Failures:
  • Confirm that the phone number format is correct (include country code if required).
  • Check for network-related issues if delivery errors persist.
• SMS Templates Not Appearing:
  • Verify that templates are properly created and saved in the system settings.
  • Ensure language settings match the template’s available options.