Cohort broadcasts and recall campaigns
Send the same message — flu shot reminders, A1c re-checks, well-child visits due — to a defined slice of your panel without spreadsheets.
- Updated
- Updated
- Reading time
- 5 min read
- Tags
- broadcastrecallcampaignspopulation-health
A broadcast is a one-way message you send to many patients at once, scoped by a saved cohort (e.g. "Diabetic patients with no A1c in the last 6 months"). It is the difference between an MA hand-listing 80 names on a Tuesday and a one-click campaign that goes out the same morning.
Define a cohort
has_diagnosis="diabetes"last_a1c>6 months agoagebetween35–75opt_out_sms=falseAudience refreshes daily - patients drop out automatically once they book or complete the action
Practice → Cohorts → New. Mix-and-match filters: age range, diagnosis, last-visit window, last-screener score, missing-immunization, insurance plan, panel provider. Filters combine with AND. The patient count updates live as you add filters so you know exactly how many people the broadcast will reach before you send. Save the cohort to reuse it for a future broadcast or a recurring outreach campaign.
Compose the broadcast
Pick a channel mix (SMS, email, portal, or all three), write the message in plain language, and use tokens like {{patient.first_name}} so it does not feel mass-produced. Add a single call-to-action: a booking link scoped to the right visit type, a refill request, a survey, or a one-tap acknowledge. The token resolver shows you a preview rendered against a real (anonymized) patient from the cohort so you catch awkward phrasing before send.
Schedule and throttle
Send now, schedule for a future date, or split-send across business days so your phone does not ring off the hook the moment the broadcast lands. Quiet hours (8pm–8am local to each patient) are enforced; texts and emails wait until morning, portal notifications respect each patient's notification preferences. SMS deliveries also throttle to your provider rate limits so you never see a 4xx from the carrier.
Reach and reply tracking
212
Reached
34%
Response rate
47
Bookings
Weekly bookings
Last 7 weeksBy channel
After sending, the broadcast page shows reach (sent / delivered / bounced), opens, link clicks, and bookings attributed to the campaign. Patient replies route to your shared inbox tagged with the broadcast — so a "yes please book me" SMS does not get lost in the general flow. The weekly reach sparkline is the quickest way to spot a campaign that has saturated its eligible audience and should be paused.
Compliance and opt-outs
Patients can reply STOP to any SMS broadcast; we honor the opt-out across the establishment forever. Email broadcasts include a one-click unsubscribe header. Clinical / appointment-related broadcasts are exempt from TCPA marketing rules but we still respect patient preferences as configured in their portal.
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