Table of Contents
- The Basics of Exporting Your Email List from Your EHR
- Exporting Email Lists and Addresses from ChiroTouch
- Exporting Email Lists and Addresses from Dr Chrono
- Exporting Email Lists and Addresses from MacPractice
- Exporting Email Lists and Addresses from PracticeFusion
- Exporting Email Lists and Addresses from Eclipse
- Exporting Email Lists and Addresses from Office Ally EHR
Exporting patient email addresses from your EHR is the first step towards using a fully-featured email marketing system.
EHR’s are great (and essential) for documenting patient encounters, scheduling, and record keeping.
But they are terrible marketing tools.
Some EHR companies try to add email marketing features into their software, and so far… none have done a very good job.
With automated email campaigns being one of the highest ROI marketing channels for your practice, you need to use the right set of tools to get the best results.
Most of the fastest-growing and most stable chiropractic practices use an automated email marketing system that lives outside of their EHR.
The Smart Chiropractor's Guide to Doubling Your Patient Retention with Email
For chiropractors, one of the most popular email marketing systems is Patient Pilot by The Smart Chiropractor.
In other words, these email systems provide you the opportunity to send an email, but they don’t have any of the content, automated campaigns , or personalization capabilities built-in.
That means you’ll be spending a ton of time and energy writing what you hope to be effective email campaigns.
To save that time and energy, we recommend Patient Pilot, which has not only a fully-featured email system, but contains the most important and effective content campaigns, and automation sequences prebuilt for your success.
Whether you decide to use Patient Pilot or another automated email service, you’ll need to export your current database of email addresses from your EHR.
After you export the email addresses from your EHR, you’ll then be able to upload them into your automated email marketing system to start getting results.
The Basics of Exporting Your Email List from Your EHR
Regardless of the EHR you use, there are a few standard things you need to know.
The file type of your export and field/columns will be the same no matter which software you are currently using.
Email Export Format: CSV File
Exporting your data as a CSV file is the easiest way to ensure that you won’t have any trouble uploading the data to your email marketing system.
A CSV file is a “comma-separated values” file, which allows data to be saved in a tabular format.
CSVs look like a garden-variety spreadsheet but with a .csv extension. CSV files can be used with almost any spreadsheet program, such as Microsoft Excel or Google Spreadsheets, according to BigCommerce.
Fields/Columns to Export
Your EHR collects and stores a ton of information about your patients.
From the first name to last appointment and diagnosis codes to financial data, it has a tremendous amount of sensitive information about each one of your patients.
Each piece of information is typically referred to as a field or column.
When you export your data, you’ll have the option to include as much (or as little) of this information as you’d like.
Exporting your email addresses won’t require very much information; however, there are a few key fields/columns that you’ll want to include.
You’ll want to export the “email address.”
Still, it’s also recommended that you include “first name” and “last name.” By including the first and last name, you’ll give yourself the option to personalize your outbound emails.
For example, you could start your emails with a “Hi, FIRST NAME” instead of a generic “Hi.”
Personalization has been shown to increase email open rates, engagement rates, and click-through rates.
Exporting Email Lists and Addresses from ChiroTouch
- Click on “Billing/Statement Reports.”
- Click on “Data Export.”
- On the left-hand side, select “Patient Data” as the export type
- From the filter menu, select “Patient First Name” and select “Present” as the criteria, then click “Add.”
- Repeat for “Patient Last Name”, “Patient Phone Number”, “Patient Email”, and “Patient Birth Date”.
- Click “Save.” (This will save the custom filter for future use. Save this report filter on the computer. To access the saved filter in the future, click “Load” on the “Data Export” screen and select the filter file.) This saving step only needs to be done the first time.
- Then click on “Export.”
- Open the file.
- Create the headers (by selecting the first row, then “right-click,” then “Insert”), and insert the appropriate headers (Patient First Name, Patient Last Name, Patient Email, DOB). There may be a couple of columns containing phone numbers. Choose the column with the cell phone number, and label this “Phone number.”
Exporting Email Lists and Addresses from Dr Chrono
- Log in to your drchrono account at www.drchrono.com.
- Select the Patients tab from your menu bar, or go here.
- Select the Patient List from the drop-down menu.
- In the top right corner of the page, you will see a button that says ‘Export (CSV)’ please click on it.
- The file will automatically start downloading to your computer. You can find the file in your downloads folder on your machine. (For Mac users, the folder is in your finder. For PC users, the folder will be under ‘My Computer’.)
- The CSV file can then be opened with any spreadsheet software.
Exporting Email Lists and Addresses from MacPractice
- Go to Reports, select the report node in the sidebar.
- Then click the triangle to the left of this to see your list of reports.
- Select the desired report from the provided list of reports. You can use almost any report to bring up a list of information in your practice. NOTE: Most of the MacPractice reports have a Make List or Export button. Those reports that do not have these buttons will not be able to be exported.
- Create a List by clicking on the Make List button in the bottom right corner. The List node will be named after the chosen report, such as Patients by Age, Treatment Plans, and so on. You can also create a list of all patients by dragging the Patients node from the patient’s sidebar into the drawer. This process is simpler and less time consuming than running the report. However, the report provides more filtering options.
- Next, open the Drawer and click the List tab. The drawer button is the last row of buttons in the far lower left-hand corner of your MacPractice window. You may need to resize your screen to view the drawer if the MacPractice window is maximized.
- Under the List tab, select the list title you just created and click the Export button.
- A small window will pop up that will allow you to select and modify an existing preset or create a new one. The default preset will report First Name, Last Name, Address, Suite, City, State, Zip, Phone, Carrier, Birthday, Sex, Last Visit, and SSN. If you wish to use a new export preset, please see Creating an Export Preset. You can select from Tab Delimited, CSV, or Pipe Delimited in the pop-up menu on the right. Tab Delimited separates fields into columns, while the CSV option will allow you to separate fields by commas, and the Pipe Delimited separates the fields with the pipe sign.
- Make your selection, then click Export.
- A new window will appear to enter a name for the information you are exporting. If you wish to change the location, the information will save, you can use the Where menu to select the location, or you can open the advance view to the path to the desired location.
- With this information set and adjusted, click the save button.
- Open Excel and go to File and select Open (or use the Command-O keyboard shortcut) to open the exported file.
- Once you have made your selection, the Text Import Wizard will start. Simply double-clicking on the file to open it will skip the Import Wizard, so you will need to open the file from within Excel.
- When the Text Import Wizard pops up, make sure the Delimited box is checked, then click Next.
- In the following window, under Delimiters, place a check in the Tab box. If you exported using CSV, place the check-in in the Comma box, then click Next.
- In the last window, click Finish. NOTE: If on the last window, you happen to have zeros at the beginning of the zip codes, you will need to select the zip code column in the Data Preview window, select Text under the Column Data format and then click Finish for the zero to pull through to Excel.
Exporting Email Lists and Addresses from PracticeFusion
- Navigate to the Reports section.
- Click Patient Lists.
- Select Start a new query to choose one of the query options from the drop-down menu.
- To create a demographic list of all active patients within your EHR, we recommend running a query by age (i.e.,>0, age-range 0-100). You may add additional queries to narrow your results further. For detailed instructions, please see: How do I use the Patient Lists report?
- Click Run Report.
- Once you’ve finalized your report, export your results by clicking Export CSV. (Note: If you change the file name when saving, be sure to add. CSV to the end of the file name.)
- Once you have exported the Excel report, you can format and sort the file as necessary.
Exporting Email Lists and Addresses from Eclipse
- From the top menu select File > Data Import/Export > Export > ASCII Comma Delimited.
- Choose the fields/columns you would like to export.
- Select the information you would like to include in the export.
- Use the filters to narrow down your patient list.
Exporting Email Lists and Addresses from Office Ally EHR
- Click on Patient Charts.
- Click on Reports.
- Within the drop-down menu, select Patient List (CSV/Excel Export).
- Filter the data accordingly.
- If exporting as CSV, select either Short Record or Long Record (this includes Primary Insured/Secondary Insured information).
- Click Export.
- Open the file.
- Create the headers (by selecting the first row, then “right-click,” then “Insert”), and insert the appropriate headers (Patient First Name, Patient Last Name, DOB, Phone Number). There may be a couple of columns containing phone numbers. Choose the column with the cell phone number, and label this “Phone number.”
If you are a member of Patient Pilot or The Smart Chiropractor and need additional help, please reach out to our support team at firstname.lastname@example.org.
Click here to get started with Patient Pilot by The Smart Chiropractor today. Patient Pilot can help your practice automatically improve your lead generation, retention, referrals, patient reactivations, and more.