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In response to the growing concern around COVID-19 in the United States, the Elation team has outlined a few ways that your practice can leverage Elation to reach out to your patients en masse. Whether your objective is to share prevention recommendations or latest news, Elation’s built-in messaging functionality will allow you to push announcements to your patients to ensure they have the information they need to stay healthy, regardless of whether or not they use Passport. In this article, you will learn how to:

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Using Elation’s Bulk Letter feature to reach out to your patients

Bulk Letters allow you to send personalized messages to all patients who have registered Passport accounts. For any patients without Passport, the bulk letters feature gives you the option to bulk invite these patients to Passport as long as they have an email and phone number in their chart. For non-Passport users, you can also print out a PDF copy of your message for these individuals to hand deliver or mail out. Elation’s Bulk Letters feature will automatically populate the patient’s mailing address (if available in the patient chart) on a separate piece of paper, positioned perfectly so you can trifold the page and ensure the address appears in a standard envelope (#10) with a window.
  1. Run a Patient List to see all patients in your panel.
  • Click ‘Generate List’. If you would only like to see patients with Passport accounts, you can check-off the “Patient passport status” filter and choose “Registered users”
  • Once your Patient List is generated, check the box for “Select All”
  • Click “Send Bulk Letter”
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  1. Complete the Bulk Letter form to the right of your screen and click Next.
  • You can compose a custom message to your patients. You may also choose you apply a Letter Template. Elation has populated a ‘COVID-19’ letter template as a sample to help get you started. Please feel free to edit this template as needed based on your practice needs!
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  • You may also choose to add handouts as attachments to your message to patients. Elation has populated 3 COVID-19 CDC handouts in your account, which you can easily access by clicking ‘Attach Handouts’
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  1. Specify how you’d like to send the letter to patients (with and without Passport accounts). Image
  2. Review the confirmation page and click “Send Bulk Letter”
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  1. You’ll be redirected to a Dashboard view where you can track who has received and opened your message.
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  1. Click ‘Open PDF of Letters’ to view and print the addressed letters. Patient name and address will appear on a separate page in the downloaded PDF, as long as the patient has an address stored in the demographics window of the patient’s chart. Image
Image 7. From here you can trifold your letters on the dotted line and stuff your envelope. Image Please note: Elation’s address letters are compatible with #10 window envelopes:
  • Envelope size: 4 1/8 x 9 1/2
  • Standard window: 1-1/8 inches high and 4-1/2 inches wide
  • Window placement: 1/2 inch from the bottom edge of the envelope, 7/8 inch from the left edge.
For additional instructions, please visit our help center article on Bulk Letters here. Watch our video here for a quick walkthrough on bulk letters. If you are interested in inviting your patients to register for Passport on an individual basis, please visit our help center article on Passport here. If you don’t want your patients to be able to send messages back to you via Passport, you can disable this. Elation allows you to control whether your patients can initiate messages back to you through Passport in your Settings page, so that you can leverage Passport as a notification system to alert your patients about key COVID-19 updates without having to track responses. Watch our video here for a quick walkthrough on Passport settings.

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Using Elation’s Patient List feature to reach out to your patients via email

Elation’s Patient List allows you to easily pull a comprehensive list of email addresses and mailing addresses for mass communication to those patients who may not have Passport accounts. For HIPAA compliance reasons, you are not able to send messages directly to a patient’s email from within Elation. However, if you’d like, you can download a spreadsheet of patient email addresses from our Patient List to email them outside of Elation, using the steps below:
  1. Go to “Reports > Patient List”
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  1. Generate a list of your patients
  2. Check “Select all”
  3. Click “Download > Download CSV”
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  1. Select all and copy the ‘Email’ column
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  1. Paste into the bcc’ of your email
  2. Compose message and send
Image Watch our video here for a quick walkthrough on how to email your patients.