Health Communication Templates

The following templates are suitable for use with communicating with patients and practitioners in relation to changes to appointments & guidelines, warnings, hygiene guides, an staff communications.

You can add an additional Opt-out message by clicking on "Add Opt Out" in the SMS campaign screen within the dashboard, once you have pasted the template content in to the message field. You can choose from 'Reply stop' or an unsubscribe link (if sending from your business name).

We have included some data templates as well (which should automatically download when you click each link), to help you save your contact information in a format that will work with the field references in each message template. Each data template has column headers in row 1, a description of the required data in row 2, and an example of the data in row 3. Make sure you delete the contents of rows 2 and 3 before adding your contact data, but do not delete the content in row 1 (unless you want to change the header name and the field references in the message).

This article explains how to add field references or placeholders.

1. Appointment Reminder

Purpose:

This template can be used to remind patients upcoming appointments and to provide instructions around attendance if they have travelled or are experiencing symptoms associated with the Coronavirus.

Field references:

• This template utilises the "firstname" field in the contact profile; when uploading the CSV file during your contact import, ensure that you match this column to the First Name field in the dropdown.
• This template also utilises custom fields called "doctor", "appointmenttime" and "appointmentdate" which means that your data list will need to include columns populated with the doctors name, plus times and dates of the appointments. Please note - be careful when inputting dates and times in Excel, as sometimes the format will be converted to a number. In the attached template, the example given is written in a text format. When uploading your CSV file during your contact import, you'll need to ensure that you match these columns with Custom 1, Custom 2 and Custom 3.
• The template also utilises a custom field called "phone",  which means that when uploading your CSV file during your contact import, you'll need to ensure that you match this column with Custom 4.

Supporting Data Template:

You can use this template example to save your contact data to work with this message template if preferred:

Contact Data Template - Appointment reminder.xlsx

Template:

Hi (First Name)
This is a courtesy reminder of your meeting with (Cust. 1) on, (Cust. 2)  at (Cust. 3). IMPORTANT: If you have travelled internationally in the last three weeks and/or have a fever, sore throat, a cold, flu or respiratory infection symptoms, please call (Cust. 4) ASAP and DO NOT visit the clinic.
Thank you.

2. General Hygiene Information

Purpose:

This template can be used to provide patients with helpful information about how to minimise the risk of infection through effective hygiene practises (e.g. washing hands for 20 seconds). This message would be well suited to the inclusion of an infographic (if available) which could be sent as an MMS picture message. You may prefer to add a link to an external information source (e.g. your website).

If you do choose to add a URL, you may need to use a URL shortener to limit the web address to 13 characters in order to keep your message clean; bearing in mind the 160 character limit for a single SMS.

Field references:

• This template utilises the "firstname" field in the contact profile; when uploading the CSV file during your contact import, ensure that you match this column to the First Name field in the dropdown.

Where the message says "<Insert URL>" - this is where you need to paste the link to the location where recipients can view the information referenced in the message (e.g. your company website).

Supporting Data Template:

You can use this template example to save your contact data to work with this message template if preferred:

Basic Contact Data Template.xlsx

Template:

Dear (First Name)
With cases of Coronavirus increasing rapidly, please follow these important steps to minimise the risk of infection:  1. Clean your hands often with alcohol-based hand rub or soap/water 2. Keep 1m (3ft) or more between yourself & anyone coughing/sneezing 3. Avoid touching your eyes/nose/mouth 4. Cover your mouth/nose when you cough/sneeze - dispose of used tissues immediately 5. Stay home if you feel unwell (fever, cough, difficulty breathing).
For more information, visit <insert URL>

3. National Health Information Hotline

Purpose:

This template can be used to provide patients with the number for the National Health Information Hotline, as well as a link to their relevant state government health website.

This template requires you to add a URL (i.e. the web address) for a link to further information (e.g. a website). You may need to use a URL shortener to limit the web address to 13 characters in order to keep your message clean; bearing in mind the 160 character limit for a single SMS.

Field references:

• This template utilises the "firstname" field in the contact profile; when uploading the CSV file during your contact import, ensure that you match this column to the First Name field in the dropdown.
• The template also utilises a custom field called "state", populated with the state in which the recipient is based. When uploading your CSV file during your contact import, ensure that you match this column to Custom 1.
• The template also utilises a custom field called "URL",  which means that your data list will need to include a column populated with the relevant link to the respective government health site for each state. When uploading your CSV file during your contact import, ensure that you match this column to Custom 2.

Supporting Data Template:

You can use this template example to save your contact data to work with this message template if preferred:

Contact Data Template - Government sites.xlsx

Template

Hi (First Name)
If you are experiencing symptoms (dry cough, sore throat, fever, headache, shortness of breath) or have recently come into contact with someone you suspect may be infected with the Coronavirus, you can call the National Coronavirus Health Information Hotline on 1800 020 080 for support and advice. You can also visit the (Cust. 1) Government health website at (Cust. 2) for more information. PLEASE DO NOT TURN UP TO OUR CLINIC IF YOU ARE EXPERIENCING THE ABOVE SYMPTOMS. Thank you.