Email & SMS Marketing

Beyond one-on-one conversations, Clinivoz lets you send broadcast campaigns — emails or texts sent to a group of contacts at once. Use these for newsletters, community outreach, re-engagement campaigns, referral source updates, and more.

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1. Campaigns vs. Automations

Feature	Campaigns	Automations
Type	One-time or scheduled broadcast	Triggered, ongoing sequences
Audience	A static list or segment	Individual contacts based on behavior
Best for	Newsletters, announcements, promotions	Reminders, follow-ups, intake sequences
Send time	You choose when to send	Triggered automatically by events

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2. SMS Campaigns

Creating an SMS Campaign

1. Go to Marketing > Campaigns.
2. Click + New Campaign.
3. Select SMS.
4. Name your campaign.
5. Choose your audience (contact list, tag, or smart list).
6. Write your message. Keep it under 160 characters to avoid message splitting.
7. Insert merge fields for personalization (e.g., {{contact.firstName}}).
8. Choose to Send Now or Schedule for a future date/time.
9. Review and click Send or Schedule.

SMS Best Practices

• Keep it brief: Texts should be conversational and to the point.
• Include a clear action: Tell the recipient exactly what to do next (e.g., "Reply YES," "Click to book," "Call us at...").
• Send at appropriate hours: Avoid early mornings, late evenings, and weekends unless it's truly urgent.
• Don't send too frequently: For therapy clinics, 1–2 SMS blasts per month is typical. More than that risks opt-outs.
• Always honor opt-outs: Anyone who replies STOP must be immediately removed from your sending list. Clinivoz handles this automatically.

SMS Compliance (TCPA & A2P 10DLC)

Sending business text messages in the US requires compliance with:

• TCPA (Telephone Consumer Protection Act): You must have written consent before texting contacts for marketing purposes. Collect consent on your intake forms.
• A2P 10DLC Registration: Your clinic's phone number must be registered through carriers before you can send high-volume SMS. Complete this under Settings > Phone Numbers > A2P Registration.

Failure to register can result in messages being blocked or filtered by carriers.

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3. Email Campaigns

Creating an Email Campaign

1. Go to Marketing > Campaigns.
2. Click + New Campaign.
3. Select Email.
4. Name your campaign.
5. Choose your audience.
6. Build your email using the drag-and-drop Email Builder or HTML editor.
7. Set your From Name and From Email (use your clinic's domain).
8. Add a compelling Subject Line.
9. Preview and send a test email to yourself.
10. Schedule or send.

Using the Email Builder

The Email Builder is a drag-and-drop editor. Key elements you can add:

Block	Use
Text	Body copy, paragraphs
Image	Clinic logo, team photos, therapy images
Button	CTA — "Book an Appointment," "Learn More," "Contact Us"
Divider	Visual separator between sections
Video	Embed a YouTube/Vimeo thumbnail that links to a video
Social Links	Links to your clinic's social profiles
Unsubscribe	Required — always include an unsubscribe link

Email Best Practices

• Subject lines: Keep them under 50 characters. Be clear over clever — "New therapy spots available this month" beats "We have exciting news!"
• Preheader text: The sentence that appears after the subject in the inbox preview — use this to reinforce your message.
• Mobile design: Most families check email on their phones. Use the mobile preview before sending.
• One CTA per email: Don't ask readers to do 5 things. Pick one action.
• Personalization: Use {{contact.firstName}} in the subject and opening line.
• Unsubscribe: Required by law (CAN-SPAM). Clinivoz adds this automatically, but double-check it's visible.

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4. Suggested Email Campaigns for Speech & ABA Clinics

Campaign	Audience	Frequency	Purpose
Monthly Newsletter	Active clients + families	Monthly	Share tips, clinic news, therapy resources
Referral Source Update	Physicians, schools, pediatricians	Quarterly	Keep referral sources informed and engaged
Waitlist Re-engagement	Waitlist contacts	Monthly	Confirm they still want services; fill new openings
New Service Announcement	All contacts	As needed	Announce new therapists, services, or specialty areas
Back-to-School Campaign	Inactive leads, referrals	August	Highlight back-to-school evaluations
Holiday Hours Notice	Active clients	Before holidays	Inform about schedule changes
Discharge Follow-Up	Discharged clients	3 and 6 months post-discharge	Check in; offer maintenance sessions or referrals

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5. Building Contact Lists for Campaigns

Target the right audience by building lists using tags and smart lists.

Creating a tag-based audience:

1. In the campaign builder, under Audience, select Filter by Tag.
2. Choose the relevant tag (e.g., Speech Therapy, Waitlist, Referral - Physician).

Creating a smart list audience:

1. Go to Contacts and build a filtered list.
2. Save it as a Smart List.
3. In the campaign builder, select that smart list as your audience.

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6. Email Analytics

After sending a campaign, track performance in Marketing > Campaigns:

Metric	What It Means
Delivered	Successfully reached the recipient's inbox
Open Rate	Percentage who opened the email
Click Rate	Percentage who clicked a link
Unsubscribes	Contacts who opted out
Bounces	Invalid or unreachable email addresses
Spam Reports	Contacts who marked it as spam (keep this under 0.1%)

Benchmarks for healthcare/therapy clinics:

• Open rate: 25–40% is healthy
• Click rate: 3–6% is typical
• Unsubscribe rate: Below 0.5% is normal

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7. Email Deliverability Tips

If your emails are landing in spam, check:

• Domain authentication: Make sure SPF, DKIM, and DMARC records are set up for your sending domain. See Settings & Configuration.
• Sending reputation: Avoid sending to large lists of unverified addresses.
• Content triggers: Avoid excessive use of ALL CAPS, multiple exclamation marks, and spam trigger words like "FREE," "Act Now," etc.
• List hygiene: Remove bounced and inactive contacts regularly.

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