How to Utilize the Communication Applications Available in Your iMatrix Portal Dashboard

As an iMatrix client, we want you to take full advantage of the communication applications available to you in the iMatrix Portal Dashboard.
In this article, we’ll dive into the various applications used to communicate with your patients and clients including contact lists, ecards, and newsletters.

How to Utilize the Communication Applications Available in Portal

By utilizing these features available in Portal, you’ll be able to communicate better with your patients and clients and can begin to share important information about your practice to a receptive audience.
Email marketing is a fabulous tool you can use to not only keep patients coming back year after year but re-engage previous patients who might not have stopped by in a while.

How to Add To And Manage Your Contact List

Note: You will find this information outlined at the 0:18 mark in the video above.
The first step to utilizing eCards and Newsletters in Portal is to add contacts to your contact list. Your contacts are any patients who have opted in to receiving communication from your office. When a new patient joins your practice, you can make sure to have a system in place to add that individual to your contact list.
To start, head over to the General section and select Contacts. To add new contacts, click the Add New button on the top right-hand corner of the page.
Portal Contacts
Add New Contacts
There are 2 ways to add contacts, manually or by spreadsheet. The spreadsheet must be uploaded through the templated CSV file provided.

Contact List Upload

Uploading Via Spreadsheet: To upload via a spreadsheet, use the template CSV file and remove the two sample contacts before adding your contact information.

Uploading Manually: To manually add in a contact, click “Add A Contact” and then type in their information.

Please Note: Birthdates are recommended so that you can send Birthday eCards.
Be sure to check off the newsletters: email and ecards: email boxes if you would like that specific contact to receive newsletters and eCards.
Read more: When to Email Your Patients and Why

When and Who to Send eCards To

Note: You will find this information outlined at the 2:09 mark in the video above.
Cards are a good way of communicating shorter messages to your clients including, Happy Birthday, Leave us a Review, or Appointment Reminders. These are the perfect little messages to send to let your patient base know that you are thinking of them and care about their patronage.
To create an eCard, go to the Cards tab under the Marketing section and click Create Card. Then choose a category for the type of card you would like to send. Once you’ve selected the type of card, you’ll immediately be taken to edit your card.
Cards Dashboard

New Cards

You can then edit the elements on the card including the following:

  • Image
  • Headline
  • Button link and messaging
  • Messaging

When the header information for your eCard is updated, add your carefully crafted messaging to the body of the email and preview the eCard to make sure everything looks good together. Once you have completed your eCard, select the recipient(s) and the date the eCard should go out.
That’s it! A simple way to send reminders, celebration communication, and thank you’s to your patients.
Read More: Sending Follow Up Emails to Build Patient Loyalty

Scheduling and Sending Newsletters

Note: You will find this information outlined at the 4:07 mark in the video above.
Newsletters are useful for communicating longer messages or educational information to your patients or clients. You can view all scheduled newsletters as soon as you click the Scheduled & Sent tab under the Newsletters section.

Newsletter Schedule

New Newsletter

To create a new newsletter you will click the Create Newsletter button. You can click to edit the elements of the newsletter you would like to change including:

  • Image
  • Headline
  • Messaging
  • Button link and messaging

In the sidebar, you can add the subject line and scheduled date to send the newsletter out to your contact list. If you schedule your newsletter for a later date, you can always come back and edit the newsletter prior to it being sent. You can also save the newsletter as a draft as well.
Read More: Launch a Successful Email Marketing Campaign With These Easy Steps

Scheduled Newsletters

Note: You will find this information outlined at the 5:40 mark in the video above.

As an iMatrix client, we provide monthly newsletters created on your behalf to engage with your clients and drive traffic to your website. The topics range from industry trends, hot topics, or informational how-to articles. These articles are truncated within the newsletter so that the reader has to click over to your website to read the full article.

You have the ability to unschedule these newsletters by clicking View & Edit. You’ll see an option that says Skip, Do Not Send under the Status section in the sidebar. Once that is selected and saved, that newsletter will not be sent to your clients.

What email marketing efforts has your practice tried?

If you have any questions about your Portal dashboard or how to utilize the tools you receive with your iMatrix services, please feel free to reach out to our client support team at 800-462-8749 x3 or

Let Us Help You Gain And Retain More Ideal Patients