Patients questionnaire / research

After you get out of the screen dispensing or go to the button that looks like a envelope you will find the screens:

Referred: How did you come to know about us?

Recall marketing: Start date periodic letter.

Referred: How did you come to know about us? Keeps track of how your patients located you, ie just walked in or through a friend.

Recall marketing: Start date periodic letter. Keeps a record of what you need to mail your patients, ie thankyou letters and news letters.

You need to enter in the required information for these to be used properly.

Referred

The object of this task is to find out what is your best way of attracting patients.

First screen: Referred

How did you come to know about us?

This is to help you keep track of why your patients are coming to you. ie.

Select (from the list) the reason/s that your patient gave.

To enter new different reasons type in anything and then press enter, (you will be ask if you want to make up a new entry, say yes) or click on the button that says [edit]. Another little screen will come up for you to enter a new reason. It is here that you will be able to type in what you want to enter as a reason. Then click on the tick to get you back to the first screen: [Referred].

Once back to the first screen: Referred, chose one of the options of the selection window.

You have just conducted research on your patients reasons for attending your practice. Its that simple. 


Recall & Marketing

The object of this task is to keep track of all the letters you need to mail to your patients.

Second screen: Recall marketing

Start date periodic letter.

The object of this task is to add a new letters which you may later mail to your patients.

First column:

  1. There are two ways to add new letters. These letters serve as templates. Templates are able to mail the same letter to many different patients. Press the picture of the envelope on the left hand corner. This will bring up the screen: Recall activation keys.
  2. If you type in a letter that does not yet exist, you will be ask you if you would like to add a new letter. Click on yes. This will then bring up the screen: Recall activation keys.

In the screen: Recall activation keys, type in the name of the letter, ie. fortnightly, under the heading: [Letter Name]. 

In the next column type in a default number of days. When you want the letter sent in two weeks, 14 should become the default because there are 14 days in two weeks. When you choose to send the letter to an individual patient, I-lite will automatically recognise that you want to send the letter in 14 days.

The default is organised to mail the letter in xyz number of days.

ie. This means if you want to send a letter yearly type in 364 (364 is the amount of days in a year). In 364 days the letter will come up as needing to be posted in the mailing section.

This does not set the number of times the letter will be mailed.

Then click on the tick to go back to the screen: [Recall marketing].

You have just arranged the types of letters (ie. recall, marketing etc..) which are available to be mailed to your patients.

This is a set-up function. It is not used on every patient. It is however the foundation which allows you to mail the same letter to many patients.


Select a letter to be mailed to a patient.

The object of this tutorial is to determine upon which date a letter should be mailed.

When selecting a letter with a different default number, the date displayed will be today’s date, plus the number of days of the default. This date will become the trigger which determines when a letter needs to be mailed.

If you want the letter sent on a particular date of the year. You will have to manually type the date. e.g.

 

The date is now set for your patient to receive mail on a specified date.


Third column: Periodic letter

The object of the third column is to organise how many times you wish to mail the same letter type. eg. a yearly newsletter

If you want to send a patient a one off letter, type inthe number 0. The letter will then be sent only once on the date that was selected/set in the [start date] field.

When you want a letter to be mailed more then once, type in the number of days between letters. The letter will continue to come up for mailing until you cancel the letter,

eg. perpetual is set to 364 days. Then the same letter type iwill be mailed once a year. The letter is available on the anniversary of the originally set date ie. 10-04-2000, 10-04-2001, 10-04-2002 etc...

You have now arranged how often you wish to send your patient certain letter.


What type of letter can be mailed to a Patients ?

The object of this task, is to organise which letters you wish to send to your patients, to achieve the best possible retention rate.

It is a good idea for your first letter to be a thankyou letter. This is to thank your patients for choosing your practice. This shows a personal interest in your patient. It will surely be appreciated.

In your thankyou letter you can remind them that you are available to help them if they have any problems. In this way, your patients will be more willing to come back to you.

After you have sent the thankyou letters to your patients, the next letters you need to mail are called, eg. 12, 24, 36. This means that you send your patients a letter for the first three years after purchasing their glasses. It will ensure that your patients are reminded, on a regular basis, where they bought their glasses.

The first letter, 12, is a newsletter. This is to inform patients of any specials or to remind them how to look after their glasses, and also, inform them about general optical news.

The second letter, 24, is a two yearly reminder letter. This is to inform patients that it has been two years since their last visit and that they need to make an appointment to have their eyes tested again.

The third letter only needes to be sent when your patient doesn’t come back to you within the 24-36 months. The ‘36’ letter informs your patients that their eye examination is overdue.

The letters, thankyou, and the 12, 24, 36 will ensure that you have regular contact with your patients. This will mean it is more likely that they will return to you for their regular eye examination.

After you have entered the letters, you will need to find out how to view the total number of letters which must be mailed.

There are many different ways to promote your practice. The outline here is just intended to get you started.

I-lite can handle 1-1000 letters every hour.


How To Find The Letters which Need To Be Posted

The object of this task is to locate the letters that you have designated to be mailed to your patients.

The first thing that you need to do is to go back to the screen called: Patient record.

This will then take you to the screen called: I-Lite.

This will then bring you to the screen called: Mailing.

Before you print your letters for mailing you must first prepare the letters.

To do this, you need to first click on: Prepare letters. This will bring you to the screen called: [Marketing].

 

Today you have learned how to mail letters to your patients.

 

 

 

 

 

 

 

 


To mail your letters, simply press the print letter button.

Enter the rage of dates and select a practitioner.

There are also tutorials on the video ?.

*Tip: preview your work as several pages before you print. Errors such as printing on two rather than one page can be avoided when previewing your work.


 

 

Your Recall Response

The objective is to quantify response success derived from letters which were sent to your patientss.

 

When you are on this screen, click on: Recall Response.

This takes you to the screen below.

 

When you reach this screen, choose beginning and ending dates, for the period of the desired mail response.

Do not put the same date in each field.

Press [Enter] or use the Mouse to take you to the next field.

Click on the green folder to see how the patients are responding to your recall letters.

This will bring you to this screen.

Here you will be able to see how many responded to your letters, and also, who responded to your letters. 

You have now tallied how many of your patients have responded to your recall letters.


To exit the screens, click on the tick provided, in the right hand corner of the screen.

Quantity Of Mail Sent

The objective is to find out how many letters you have mailed.

When you are on this screen, click on: [Mailing Statistics].

This provides you with the following screen.

When you reach this screen, choose beginning and ending dates for the required mailing statistics.

Do not put the same date in each field. 

Press [Enter] or use the Mouse to take you to the following field. When you reach the green folder, click on it and this will show you how many letters you have mailed.

This is an example of what it will look like. 

You now know the quantity of mail you have sent out.