Admin Training. Print copies for every future Hub expert. Date & Time Reserved For Your Admin Training. Log onto Date: Time.

Transcription

1 Admin Training Print copies for every future Hub expert Date & Time Reserved For Your Admin Training Date: Time Log onto 1 of 8

2 Admin Training: Team View Today we re going to cover a lot of really cool tools that will help you engage your patients, manage your social media, send messages, and more all with just a few clicks of the mouse. Here we go! How to access the Hub my.patientrewardshub.com Recommended browsers: Google Chrome, Firefox, Safari, Internet Explorer version 8 or higher (we do not support Internet Explorer 7 or lower). Create a shortcut on your desktop for quick access. When you open your browser (i.e. Safari, Firefox, Google Chrome), you will see a site icon or a security icon next to the web address in the URL bar. Click the logo or security lock icon and drag it onto your desktop for an easy way to access the Hub. Accessing the Hub with integration software (if applicable) Help & Support Help drawer Support tab support.patientrewardshub.com Users: Patient / New Patient Lead / Staff Patient Demo account with fictitious patients New Patient Lead Patient referral, Facebook, or Contact Us on Hub login page Staff Each staff must have their own unique associated to their account Add/delete staff /username/6-digit alphanumeric password Photo/bio/privacy options/notifications Manage: Tags / Groups / Access Control Advanced Feature Refer to articles in Support Center for more information 2 of 8

3 Manage: Reward Menu Reward groups & items Editing and inactivating default reward items Customizing reward items by group Reordering groups & items Miscellaneous points; pending; admin alerts Manage: Prizes PRH prizes mailed directly to your patients (allow 2 weeks) Inactivating PRH prizes Adding in-house prizes (if applicable) notification for redemption and low inventory Manage: Orders Legend for easy reference Marking in-house prizes as fulfilled (if applicable) Receipt for office accounting Manage: Shopping List In-house prize tool for easy management Break Time! Stretch your legs, refresh your coffee. We ll meet back in 5 minutes 3 of 8

4 Manage: Contests Multiple categories; mobile friendly flags Start and stop automatically, one at a time Printing flyer and posting to social media Choosing a winner View entries and contest history Contests activated during training will be inactivated once your Hub is LIVE Manage: Surveys Create open ended and multiple choice surveys Surveys may run concurrently Save vs. save & publish Default survey ideas in this packet and in Support Center Do not reset; add 12 or more now Manage: Reviews Automatically earn points (only once) Publishing a review and posting to social media Featured and regular reviews Manage: Social Media Manager Links to Facebook, Twitter, and the Hub Automatically posts for contests, reviews, and surveys Auto approve or manually approve articles from the content library Add your own content View the Social Calendar for scheduled posts Manage: Communication Manager Composing, previewing, and scheduling messages to indivduals and groups Viewing inbox, sent, and scheduled messages Adding templates: template ideas in this packet and in Support Center 4 of 8

5 Manage: Documents Upload a document Dental certificate; or others, such as newsletter, care instructions Manage: Appointments Manual entry or SyncAgent Manage: Widgets / Facebook, Twitter, & Instagram / Refer-a-Friend Social media will need to be linked after staff training (have passwords ready) Facebook will be linked to admin s personal Facebook account Customizing and previewing referral Manage: Task Templates Advanced Feature Refer to article in Support Center for more information Reports Great tool to see how program is working Points awarded history; popular prizes & reward items Account: Practice Information Verify information ( , phone, etc.) About Us content Account: Practice Locations Edit and add additional locations (if applicable) Account: Billing Info Update/change credit card on file Monthly hosting invoices: click and print 5 of 8

6 Admin Training: Post-Training Checklist Please Complete This Checklist Prior To Staff Training Desktop Shortcut: Please create this on all computers. (If using Dolphin, please contact Support to install the PRH integration tab and swipe-to-check-in. If your practice uses Tops or OrthoTrac, you will access the Hub through that software). Input Staff Members: Add all staff members before staff training. Update their photos and bios. Notifications: Decide which admins will manage reviews, contests, surveys, and new patient leads. Make sure addresses and notifications are updated in their profiles. Rewards Menu: Review rewards menu for each patient status and edit as necessary. Contests: Determine the first contest you would like to activate once your Hub is live. Surveys: Add 12 surveys. See sample surveys in this packet and in the Support Center. Reviews: Confirm points are added for Leave a Review. Social Media Manager: Review and edit settings. Begin approving articles in the Content Library. Communication Manager: Add templates. Samples are in this packet and in the Support Center. Facebook, Twitter, & Instagram Connection: Gather usernames and passwords for these accounts and bring them with you to staff training. Refer A Friend: Please review and modify if necessary. About Us: Please review and modify if necessary. Patient Data: Patient data MUST be received 7 days prior to going live. Please review the sent to you with instructions for uploading your report. If your practice s management software is integrated with the Hub, an integration date has been scheduled in lieu of uploading patient data. Marketing Collateral: Review, edit, and approve collateral. Print marketing collateral in advance of your live date. Prepare to LAUNCH! After staff training your live date will be just around the corner. Start spreading the word to build anticipation. Review the Hub Marketing Consultation packet for ideas. Please refer to Support Center articles or contact us directly for more information 6 of 8

7 Making the Hub a Success! It s Up to You! As an admin of your Hub, your role is crucial to its success. Make sure your Hub is getting some monthly Hub love: Contests: Contests encourage frequent patient login, and create the fun factor for your program. Make sure you have contests scheduled every month, all year long. Surveys: Surveys can provide valuable information, or be just for fun! Remember to change your survey questions at least every 4-8 weeks. Reviews: Don t forget to publish all of the great reviews you get. Not only will they spread the word about how wonderful you are, but they ll also increase your online presence. New Patient Leads: Check these regularly. It s important to follow up on your new patient leads as soon as possible as they re vital to the growth of your practice. Social Media: Make sure there are plenty of articles approved in your Content Library so that your sites always have fresh, interesting posts. If your Facebook, Instagram, or Twitter account information changes, be sure to update it in your Hub so it stays synced. Support your staff. They play a vital role in the success of your Hub. Staff should be talking about the Hub and awarding points to each patient at each visit: 1. What did the patient get points for that day* 2. What are they saving up to purchase with their points* 3. What can they do to earn more points at home* (the focus of this should change each week and every team member should be emphasizing the same practice goal) You can support them by giving them the tools they need, and rewarding their participation. The Points Awarded History report can help you keep a pulse on who is awarding points. Reach out to your patients to let them know you care. Patients love getting messages from your team! As an admin, you can encourage your team to send three patient messages throughout the day, and you can make it easier for them by adding templates for messages that are sent repeatedly. Use Communication Manager to send group messages and monitor patient messaging. You can also set up your Hub so that patients receive automatic notifications when they re awarded points or win a contest. Patient messaging is a quick and easy way to enhance your business relationships and stay connected with them outside the four walls of your office. 7 of 8

8 Sample Surveys More surveys can be found in our Support Center. Search for Survey Question Examples What do you like most about our practice? Do you have a Facebook page? If so, have you liked us yet? Did you know you can LIKE us right here in the Hub under the Earn Points section and automatically earn points? Try it...it s fun! How do you rate our office in terms of service, friendliness, comfort, fun and treatment results? Extremely satisfied! Keep up the great job! Needs a bit of improvement. How did you hear about our office? Referral from a friend Dental referral Satisfied; it s going well. Advertisement Internet search Other When deciding which practice to use, what was the most important? Location Results Price Doctor/staff relationship What is your favorite part of visiting our office? What kind of fun theme weeks would you like to see? Sample Communication Manager Templates More templates can be found in our Support Center. Search for Top 3 Tips for Templates Subject: Great to meet you today! Body: _You did an AWESOME job at your exam today. Remember to keep brushing and flossing because I d love to give you points for taking great care of your smile! Subject: Today is the day Body: Don t forget to change your aligners. You re on your way to a perfect smile. :D Subject: Ahhhh Snap Body: Just a friendly reminder to put your elastics back in! Subject: Pearly Whites Body: Don t forget to brush those pearly whites...well, at least the ones you want to keep! 8 of 8