General Automatic Templates Overview

This overview will guide you through the general AllyDVM templates that each new practice is onboarded with. Your communication list could vary depending on the specific needs of your practice at the time of onboarding.

Appointment reminders

(Delivery Schedule: Can be chosen for how it will best suit your practice. Default is set up for 2 days before for email and 1 day before for text, both delivering at 6 pm).

Triggers used: Appointment Date: looks at the appointment date and works with the delivery schedule

Filters: How do you schedule your appointments? Specific column? Type? Notes?

Appointment reminder filters can pull from your Practice Management System as follows:

Resource (a column in your Practice Management System)
Type (sometimes referred to as a certain color or drop-down reason)
Employee (a column in your Practice Management System)
Status (a drop-down or right-click to choose checked-in, out, or no-show)
Notes (what you note about the appointment when scheduling)

You will want to review your Appointment Reminders for content. Each appointment reminder has both email and text message options. The content and delivery schedule for both are completely customizable. Create your content and set your delivery schedules as described in the section above.
If you do not want to send these appointment reminders once the client has confirmed, you will want to ensure you have the NOT filter and then the confirmed appointment filter nested under it. This is already included in the Exam, Tech, and Drop off. You can add this filter to the boarding, grooming, surgery, and communications.
The layout for all AllyDVM communications are the same. For email and text, you can preview the message, send a test, and see wo will receive the communication.

2. Save the Date Reminders

(Delivery schedule has to be a minimum of 2 hours after an appointment is created).

Triggers used: Appointment Created: Appointments starting more than 2 days from now- sends if the appointment starts more than 2 days from now.

Appointment Created: no buffer- Sends to ALL appointments when booked.

Filters: We have 3 save the date templates started for you. They are set up and filtered as follows:

Additional Pets Due email: Sends a save the date while also reminding the client that they have additional pets with reminders who are past due and are not scheduled. It invites them to schedule an appointment. Typically, we do not advise sending this if the client scheduled a euthanasia.
Save the Date: Sends when an appointment starts within the next 6 months, but not if the appointment starts in the next 7 days, and there are no other past due pets in the household.
Save the Date (Forward Booked Appointment): Sends when an appointment is booked more than 6 months in advance and there are no additional past due pets in the household.

*b & c includes an "add to calendar button" so that, when clicked, the appointment will be added to the client’s Google, Apple, or Microsoft calendar. This should only be used if there is a specific appointment time, as the add to calendar button will pull the appointment time from the PMS (Would not want to use it for surgical admits or drop off unless there is a specific scheduled admit time).

Medical Reminder - Email, Postcard, and Text Message

Trigger used: Reminder Due

Filter: Reminder Types - Choose which medical reminder types need to be selected.

This communication informs the client about their pet that is coming due (or past due).
It is set up on our half-month recommended delivery schedule that sends on the 1st and the 16th of each month. Medical Reminder emails or text messages are sent at the time set in the communication. We send them out twice a month, each mailing includes a range of medical due dates that covers approximately 2 weeks. The two date ranges we cover are the 8th to the 22nd of the month and the 23rd to the 7th of the next month.
You can also add text message reminders. We recommend text message medical reminders not be sent on the half-month schedule but in days. Text message medical reminders should not include shorten links.

Lapsing Client

Trigger used: Appointment Date

The Lapsing client email will go out to any client that has not had an appointment in your practice in the past 16 months. If they do not schedule an appointment, a second communication is sent 2 months later (no appointment in 18 months). You can add marketing tools to these campaigns such as discounted exams, etc.

The following non-medical-related templates are also set up for you:

Happy Birthday

Trigger used: Patient Birthday

Triggered to send to your patients on their birthday, as long as they’ve had an appointment in the past 2 years and they are active.

App Announcement

Trigger used: New Email Address

This is sent to any new email addresses added to the Practice Management System, but not if that client had an appointment for a euthanasia in the past few days or upcoming days. This communication explains how to download the app and use it.

Simple Survey

Trigger used: Appointment Date or Invoice Posted

The Net Promoter Score (NPS), is a one-question survey designed to measure your client’s loyalty and word-of-mouth advertisement. This communication also helps generate Google and Facebook reviews through survey responses. This email is optional but does a great job with reviews and feedback.
There's a report (on the left-side menu) called Net Promoter Score that will have the average score, most recent survey responses, etc).
The NPS survey can added by adding the variable -=CustomerSatisfactionSurvey=- or -=CustomerSatisfactionSurveyUrl=- to your communication.
The NPS survey can also be set up as a text message if you prefer!

Tips

Consider personalizing it with an image of the doctors.
You can set up your response settings in your gearwheel settings, under NPS Survey.