Using Campaigns to Send Intake Forms to Existing Patients

This guide will walk you through the process of using EMRG Campaigns to send intake forms to your existing patients who were already in your system before you started using EMRG.

Overview

Patients that book appointments through your EMRG booking widget automatically are assigned the forms associated with that appointment type. But what about the patients that you were serving before you started using EMRG? They need intake forms too!

Well, we have made it easy to send them a link to complete their intake forms and keep your services uninterrupted without having to schedule an appointment.

First you need to get your existing patients into the EMRG platform. So you can either follow our bulk uploading guide or create them individually.

Our example patient seen in the screenshot is John Doe, and as you can see, he has no forms. No problem! We're going to set up a campaign that will send him the intake forms he needs!

Patient Without Forms

Step-by-Step Campaign Creation

1. Navigate to Campaigns

In your side navigation, click "Click Management" and then click "Campaigns"

Navigate to Campaigns

2. Create Campaign

Click "Create Campaign"

Create Campaign

3. Name Your Campaign

Give your Campaign an epic name like "Returning Patient Intake Forms"

Campaign Name

4. Add Description

Write a brief description (It HAS to be less than 50 characters or you will get an error) so make it short. "Please complete these intake forms." works nicely.

Campaign Description

5. Set Expiration Date

An expiration date may be useful if its an ongoing campaign, but it is totally optional, so let's click Next

Expiration Date

6. Select Forms

Select the form(s) you want your target patients to complete. If you don't have any forms yet, you can use our handy guide to create them. You can always add the forms you want to send in this campaign later, as needed.

Select Forms

7. Create Campaign

Click "Create Campaign". NOTE: If you get an error here, it might be because your description on the last page is too long. Keep it short and sweet, and lets proceed.

Create Campaign Button

8. Campaign Created

Lookie there! Your new Campaign looks SO NICE! Click on the new campaign or click "Edit."

Campaign Created

Building Your Audience

9. Access Audiences Tab

Let's build our Audience! Click "Audiences" tab and lets determine who we want to send some forms to!

Audiences Tab

10. Create Audience

Click "Create Audience"

Create Audience

11. Select Filter Type

Select the "Filter Type" dropdown. You have a ton of cool ways to filter the audience that you want to send these forms to. In this example, we're going to filter our audience to be "Admin Created" patients

Filter Type

12. Review Audience Preview

Check our your "Audience Preview" that shows the patients that match your filter. You will be able to fine tune this audience in a later step, meaning you can add and subtract specific patients. This Filter Type just helps you get started, so as long as this is mostly what you're looking for, then you can proceed by clicking "Create Audience."

Audience Preview

Managing Your Audience

13. Manage Patients

Now if you want to fine tune that audience, click "Manage Patients"

Manage Patients

14. View Current Patients

And here you can see the Current Patients in the audience

Current Patients

15. Add New Patients

To add new patients to the audience, click "Add New Patients"

Add New Patients

16. Search and Select Patients

You can search patients by name or filter them by their status, and then check the box next to their name to see available actions.

Search Patients

17. Add Selected to Audience

Once one or more patients have been selected, you can click "Add Selected to Audience"

Add Selected

18. Verify Audience Members

You can see that "Test Rodgers" and "John Doe" are now both part of the audience.

Audience Members

19. Campaign Summary

Our "Returning Patient Intake Forms" campaign now has 2 patients in the audience and they will each receive 1 selected form when the campaign is published.

Campaign Summary

Launching Your Campaign

20. Return to Campaigns

Navigate back to the Campaigns page by clicking out of the Campaign Details drawer

Return to Campaigns

21. Start Campaign

Click the play button to "Start Campaign"

Start Campaign

22. Campaign Active

Notice that the campaign status is now "Active" meaning the defined audience has received the selected form(s).

Campaign Active

Verifying Results

23. Check Patient Forms

Now when we go look at John Doe, who previously had zero forms, he now has been assigned the "New Patient Onboarding Form"

Patient Forms Assigned

Patient Portal Access

24. Patient Portal Link

You can send a link to your patients to your clinic's patient portal, or they can access it through clicking on your widget and clicking the "Your Appointments" link in the top. They simply use their email that you created their account with, and then they select "Send Verification Code" and check their email for a 6 digit code.

Patient Portal Access

25. Verification Code Entry

They type in their verification code and then they will be logged into their patient portal where they will see their new Intake Forms!

Verification Code

26. Patient Dashboard

The patient portal dashboard shows that they have 1 required form pending and they can click "Complete 1 form" to quickly fill out their intake forms for uninterrupted service with your clinic.

Patient Dashboard

27. Campaign Completion

Back on your Campaigns page, you'll see that John Doe has completed his intake forms, so now your campaign has a 50% completion rate! That's it! You now have migrated your patients onto EMRG for seamless service experience!

Campaign Completion

What Happens Next

After launching your campaign, your existing patients will:

• Receive access to complete their required intake forms
• Be able to access the patient portal using their email and verification code
• Complete forms at their convenience without needing to schedule an appointment
• Maintain uninterrupted service with your clinic

For additional support with campaign creation or patient portal access, contact our support team at support@joinemrg.com.