Text Messaging

Please refer tothe attached video tutorial for an overview of Text Messages within the Dial-N-Document system

Topics Covered Include:

The different types of Broadcast Announcements are:

1. Employee Centric Audio Messages
2. Client Centric Audio Messages
3. Text Messages

Text Message Notes:

• Broadcast Announcement Messaging is a dynamic tool that can be used to communicate with your field staff regarding patient instructions, schedule changes, notification for licensing renewals, staff meetings, or anything else you wish to communicate to your staff
• The text message feature allows you to type a text message and send it to specific employees or employee groups
• Note that text messages are not a secure form of messaging so ensure that your messages do not contain any PHI or other HIPAA protected information
• In order for your employees to receive text messages, the Employee cell phone number and carrier must exist within the Dial-N-Document system
  • Employee Cell Phone numbers are set up in your payroll and billing software
  • Cell phone carriers are set up within the Admin>Other tab of the Dial-N-Document system
  • This is only a one-time setup
• You only need to update the cell phone carriers when:
  • You are initially setting up your Dial-N-Document system
  • If an employee's cell phone carrier changes
  • If you hire a new employee

To modify an employee's cell phone carrier:

• Navigate to Admin>Other
• Select Modify Employee Cell Phone Carrier
• Search for the specific employee
• Note that if you hover over the employee name/ID, a tool-tip will appear that will have the employee's cell phone number listed
• Below the employee listing is a drop-down menu where you can select the employee's cell phone carrier and save each one

To create a new text message:

• Navigate to the Broadcasts>Text Messages tab
• Click on "Create New Message" to the right of the Choose Text Messages text
• Enter the subject
• Compose the body of the text within the Message window
• Click Finish and then Confirm

To send your new text message:

• Search for the message subject you just created by clicking the Search button
  • Note that if you hover your mouse over the message, a tool-tip will appear that will include the contents of the message
• Move your desired message(s) to the Selected Messages box
• Now choose which Employees or Employee Groups you would like to receive this message by clicking on their respective tabs and selecting the Employees or Groups of Employees
• Now click on the Scheduler tab
  • Note that unlick other Broadcast messages, Text messages aren't actually "scheduled"
• From you Scheduler tab, you can ignore all of the scheduling options and simply click Finish
• The last step is optional:
  • If you would like to enable replies to the text message that you are about to send, you can:
    • Enter the Cell Phone Number and Carrier that you want to receive replies to
    • Enter the e-mail address that you would like the replies to be sent to
• Click Send to send the messages

You can run a report to see which employee the message was sent to

• Note that this doesn't necessarily say whether they "read" the message, it only tells that they received them
• Navigate to the Reports tab
• Choose the filters that you would like to narrow your results by (Date Range, etc.)
• Click on Choose Report
• Select Broadcast Reports from the bottom of the screen
• Run the "Texts Sent" report to see who received the text message