This article provides a guide on how use the 'Scheduled Campaign' settings to extract a list of irregular patient accounts as well as patients with missing contact details
We recommend checking your PMS for accounting errors every couple of weeks or at least once per month. This will reduce patient queries and ensure your invoices are sent correctly and in a timely manner (as irregular accounts will automatically be excluded from any Vensa account campaigns).
- Log in to your Vensa.com clinic account by heading to login.vensa.com, select "I'm a practice" and enter your email and password. Navigate to the "Campaigns and Recalls" menu, and proceed to "Campaigns" and enter the "Scheduled Campaigns" menu.
- Select "New campaign". You can also choose 'View Campaign" and then "Replicate" if you prefer.
- Enter a campaign name like "Error Spreadsheet". Select a date range of invoices you want to retrieve - we recommend going back 7 years as this is the maximum age of invoices that can be included in your campaigns.
- Go through the next filter and adjust as needed - "Amount due" ($1000 max), "Registration status", "Account group", "Alerts" and "Age range". Keep in mind you are not sending these invoices to patients, you are just using the filters to find your errorous account. We recommend being sparse with your filters to include as many patients/invoices as possible
- Tick yes on the "send to no SMS patient" option - again, we are not truly sending the campaign, we just want as many erroreous accounts included in our spreadsheet.
- At the very bottom of the first setup page select "Schedule At" and select any future day. This is your failsafe to ensure you are not sending the campaign by accident.
- Select 'Continue" — you will then see the templates setup. You do not need to make changes here, simply select "Continue" again.
- At this point a popup will appear, offering you the option to download a list of patients that have account errors or irregularities. Select "Download CSV" and then "Continue".
- Now you will be offered the option to dowload a list of patients that do not have a valid NZ mobile number or email on file. Select "Download CSV".
- Close the popup and select 'Cancel" at the bottom right menu to exit the campaign setup menu. You will find your spreadsheets in your browser's download folder.