Summary
As you prepare to Go Live with Aiwyn, an important component of success with Aiwyn is to have as many clients as possible with accurate emails located in their client record of your practice management system. Even if you already have the majority of your clients with emails, this 5-Minute Lesson also includes additional tips and tricks you may find helpful in encouraging clients to use Aiwyn.
Included in this article:
5-Minute lesson
Additional resources
Initial push
- Create a paper insert or update your existing paper invoice template to encourage the client to provide their billing contact email address
- Create a web-based form (through providers such as HubSpot or Google Forms) to capture emails. You can embed this form on your website, create a QR code for this form's URL and add to a paper insert or postcard, and more. Then when a new form submission is entered, update the client record in your practice management system with this new billing email:
- Example: "Scan the code below to sign up for Invoice and Statement Emails"
- Form Example: "First Name, Last Name, Email Address, Company Name"
- Internal push to get more emails is the final way in which you can get as many billing emails in place. You can start by identifying client records in your practice management system that do not have any billing emails in place. Target these clients first to send communications to them to get those records updated. You can make the billing email a required field for creating new clients in your practice management system. You can work with the biller managers and/or partners to help you identify a billing email.
Ongoing email collection
- Require a billing contact email for all new clients added to your practice management system
- Inform new clients they are automatically enrolled to receive invoices and statements via email, and that they can make payments online
Encourage payments through Aiwyn
After the first few months of using Aiwyn, you can plan to push a "re-education" campaign to clients to once again inform them of Aiwyn, including how to make payments through the portal. If you spot any trends in clients asking questions (i.e. many clients ask about how to make partial payments), you can include those in your education materials.