Monday, April 11, 2016

Find patients with missing email addresses

In our age of technology, more and more people are tethered to their mobile phones, tablets and laptops 24/7. I am not only a practice management coach and trainer, but I am also a dental patient. Like an estimated 88% of smartphone owners*, if you want to contact me and confirm my appointment, the preferred method of contact is email or text message. Many times, the practice is calling patients to confirm their appointments from a back office phone line and the patient might not recognize the phone number … so the call goes to voicemail. In our busy lives, we might not check our voicemail until that evening or a couple days later. By then, it is more than likely after office hours or too late to call back.

If you are using a third-party software for email and/or text messaging, you need to make sure that you are reaching out to as many patients as possible. If you have been spotty on asking for email addresses, you can search your Dentrix software and find patients who have a missing email address. This will help you grow your email list and connect with patients in a more efficient and effective way. You will save time and your patients will appreciate it.

  • ·        The first way you can search for patients without an email address is with the Dentrix letter merge feature and generate a list of patients. Go to the Office Manager > Letters & Custom Lists > highlight the Patient Report by Filters > Edit. In the lower left corner, there is a dropdown menu for email. Select only without (see the image below). Check mark patients, but I would not filter it with any other options because then you might skip some people. Click Close and click on the button for Open in List Manager. This will give you a list of patient names who do not have email addresses.

  • ·        The second way you can search for patients without an email address is on a daily basis using the Daily Huddle Report. Go to the Office Manager > Analysis > Daily Huddle Report > (see image below). Click on the Selected Patient List > check mark the patients with no email. This will generate a page on the Daily Huddle that will give you a list of patients coming in today. If there is an “x” next to the no email column, then you can ask those patients for their email address.

Communicating with patients using today’s technology and in a way that is more convenient for your patients will increase your confirmations and help increase your patient retention. Do you want to learn more about Patient Retention? CLICK HERE

Dayna Johnson, Certified Dentrix Trainer
Dayna loves her work. She has over 25 years of experience in the dental industry, and she’s passionate about building efficient, consistent, and secure practice management systems. Dayna knows that your entire day revolves around your practice management software—the better you learn to use it, the more productive and stress-free your office will be. In 2016, Dayna founded Novonee ™, The Premier Dentrix Community, to help cultivate Dentrix super-users all over the country. Learn more from Dayna at and contact Dayna at

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