Overview

This article helps you create a tasklist for patient outreach, add patients to it, and send a bulk message. Use it for one-time updates, such as telling patients from one office that they are moving to a new location, or for ongoing outreach tied to future appointments.

Before you begin

• Decide whether this is a one-time message or an ongoing workflow.
• Know which patients you want to contact, such as patients from one location.
• If you plan to send SMS, make sure your organization has a default SMS number and the patients have mobile numbers on file.
• If you plan to send Email, make sure the patients have valid email addresses on file.
• If you want to use a template, create a Broadcast Message template in Message Templates first.
• If you want to upload a spreadsheet, prepare a CSV file. Task uploads use CSV files and support files up to 100 MB.
• This bulk message flow sends one message type at a time. Repeat the send steps if you want to send both SMS and Email.

Steps

Build the tasklist

1. Click Config.
2. Click Tasks.
3. Click Add Tasklist.
4. Enter a name in Name.
5. Enter a description in Description if you want to explain the purpose of the list.
6. Leave Type of Tasklist blank unless you need a tasklist tied to one specific record type.
7. Turn on Is a Patient Required?.
8. Turn on Is this tasklist connected to a schedule? if you want Calvient to create tasks automatically from future appointments and new appointments added later.
9. Click Save.

How to add tasks:

Add tasks automatically from future appointments

1. Use the schedule-connected option above if you want the tasklist to fill from future appointments automatically.
2. Open Tasklists.
3. Select the new tasklist.
4. Wait for the appointment tasks to appear.

Add one task at a time

1. Open Tasklists.
2. Select the new tasklist.
3. Click Task.
4. Select a patient in Patient.
5. Enter a value in Title.
6. Enter details in Description if needed.
7. Select a value in Status if needed.
8. Click Save.

Add tasks in bulk from appointments

1. Open Tasklists.
2. Select the new tasklist.
3. Click the more actions menu in the top-right corner.
4. Click Bulk Add.
5. Leave Create one task per patient selected if you want one task for each patient instead of one task for each appointment.
6. Enter the desired fields: Date Range, Location, Resource, Type, or Status, etc.
7. Add patient filters if needed.
8. Click Create Tasks.

Upload tasks from a spreadsheet

1. Open Tasklists.
2. Select the new tasklist.
3. Click the more actions menu in the top-right corner.
4. Click Bulk Add.
5. Click Upload Tasks Instead?.
6. Upload the CSV file.
7. Confirm Tasks is selected.
8. Select the tasklist if prompted.
9. Map the task and patient columns.
10. Click Confirm & Process File.

Send the bulk message

1. Open Tasklists.
2. Select the tasklist you want to use.
3. Use Search Filters to narrow the list if needed.
4. Click the checkbox in the table header to select the tasks on the current page.
5. Click the same checkbox again if you want to select every filtered task across all pages.
6. Click the more actions menu in the top-right corner.
7. Click Bulk Actions.
8. Click Send Message.
9. Confirm the window shows the number of unique patients who will receive the message.
10. Select SMS or Email.
11. Select a template in SMS Template (optional) or Email Template (optional) if you want to use one.
12. Enter a subject in Email Subject if you selected Email.
13. Enter the notice in Message Content.
14. Click Preview Message.
15. Review the preview.
16. Click Send to [number] Patients.

Troubleshooting

• If you do not see Bulk Add, then ask your administrator to confirm you have tasklist configuration access.
• If a schedule-connected tasklist does not populate, then confirm the patients have future appointments and refresh the list after a few minutes.
• If the patient count is lower than the task count, then some patients have more than one selected task or some selected tasks do not have a patient attached.
• If you only selected one page of tasks, then click the table header checkbox a second time after the current page is fully selected.
• If the tasklist includes patients from more than one office, then apply the Location filter before you select tasks.
• If the CSV upload does not continue, then confirm the file is a CSV and map the required task and patient identifier columns.
• If no template appears, then create a Broadcast Message template in Message Templates or enter the message manually.
• If SMS does not send, then confirm the patient has a mobile number and your organization has a default SMS number configured.
• If Email does not send, then confirm the patient has a valid email address on file.
• If the SMS message field stops accepting more text, then shorten the message. This bulk SMS field is limited to 260 characters.