Overview
Cloud 9 Software now offers the ability to create text templates for Scheduled Contract Payments. Previously this feature was created in the Document Editor, but to streamline your experience and for better access, all text templates for patient communications options can now be created in "Edit > "Automation Suite" > "Recurring Campaigns". You have the ability to merge patient information, similar to the Document Editor, and you can also incorporate emojis for a more customized message.
This article will walk you through how to create text templates for your Scheduled Contract Payment communications. This is a powerful feature that will allow you to effectively follow up on your auto payments via receipts, declined payment notifications or expiring card notifications.
Setup
Before you begin, you will want to make sure that you have Scheduled Contract Payments set up. You will also want to confirm that you are set up for recurring campaigns. Confirm that you are set up for Recurring Campaigns by navigating in Cloud 9 to "Edit > "Automation Suite" > "Recurring Campaigns". If you cannot access Recurring Campaigns or the templates tab to create a new text template, you may need the appropriate employee permissions added by an admin at the practice. This article has instructions: Recurring Campaigns Employee Permissions.
Text Template Creation Process
Step 1: Once you are in Recurring Campaigns, click on the "Templates" tab
Step 2: The text template dialogue box has the options to enter your text message on the right and a preview of what the text message will look like on the left. In the first field titled "Name" you can enter the name of the template. This can be any name you prefer.
Step 3: The next box is titled "Copy From Existing Template" and is optional. You would only use this box if you have already have a saved template that you can just make some minor changes to and save for this SCP Patient Communications text.
Step 4: If "Copy from Existing Template" is not needed, you would move to the next box to pick the "Category." Since this is for Appointment Campaigns, select Appointment for the Category.
Step 5: The next box is the "Message" box. Here, you will enter the text you wish to include in your text template. In addition to standard text, you can incorporate two elements into your text message templates: emojis and "Merge tags." To select emojis, click the smiley face icon located in the upper left corner of the message box. The "Merge Tags" can be found just to the right of the smiley face icon. You can think of merge tags as equivalent to merge fields in your letter templates, as they allow you to pull specific information from your database. For example, in the illustration, I am including the financial responsible party's name (typically, adult patients will be their own responsible party.) I have also added a cheerful emoji, which enhances the personal touch of the message.
Also, note the character count at the bottom right of the message window. You now get a full 640 characters for text campaign templates, and it will warn you when you go over the character limit.
You can now save your template. This was a template for expiring cards. You're now ready to assign that template to an expiring card communication within your Scheduled Contract Payments setup. To do that, you will edit the schedule details of one or more of your Scheduled Contract Payment automations, choose 'Add Event' and select 'Expiring Cards' under "Event Type'. Then you will simply choose your new template under 'Text Template' and your template is ready to be selected for patient communications options within Scheduled Contract Payments.
As always, if you have any further questions please do not hesitate to reach out to Cloud 9 Support by emailing us at cloud9support@planetdds.com, or chatting us online using the chat bubble on the lower right at https://cloud9support.planetdds.com/hc/en-us, or giving us a call during our business hours of 8:00 AM EST to 8:00 PM EST at the 1.800.394.6050 option 2.