Email Marketing Integration Guide

  • Updated

The Kipu CRM can integrate with MailChimp and Constant Contact. The integration helps facilities manage email list campaigns by allowing users to quickly subscribe and unsubscribe patients, patient contacts, and referral source contacts records.

Email and List Management Integration

It is required to create three respective audience lists that are labeled according to their corresponding record type. Ideally, this would be the Patients List, Patient Contact List, and Referral Source Contacts list. Once those lists have been created, proceed to default them to their respective category within the configured email marketing area. Your team may create more specific audience lists when segmenting the data based on specific data points if you are attempting to target a more specific set of clients.

Entity Tags

You can use one audience list for all record types available in the CRM (Patient, patient contact, RS Contact). We highly recommend enabling the Use Entity Tags For Email Marketing configuration. 

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Click Here to access the Tenant Configuration list guide.

Important
To trigger an update to the email marketing provider for patient records, users must select Save Changes in the patient information area. This will ensure that updates to the opportunity record are reflected in your email marketing provider in real-time to support your email campaigns.

USER ACCESSIBILITY

The following roles are required to setup the integration

  • Super User
  • Combined +
  • Marketing Only for 3rd Party Marketing Setup (With Reports)
  • Business Development Plus
  • Referral Source Management Plus
  • Referral Source Management
  • Business Development
  • Combined (Admissions and B.D.)
  • Combined + (Payor Restriction)
  • Combined (Admissions and B.D.) - Payor Restriction

Configuring Integration

  1. To begin, navigate to Admin > Security > Configure Email Marketing.2022-12-09_10-54-23.png
  2. Click on the Change Provider field to choose your email marketing provider.2024-04-03_10-50-12.png
  3. Once you have selected the email marketing provider, click on the Authorize button.2024-04-03_10-50-12.png

Suppressed List

Lists that are set up as suppressed will not be updated via the sync action.

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  1. The system will prompt you to log in to your account with the selected email marketing provider. Once logged in, please authorize the Kipu CRM by clicking Allow.image__9_.png
  2. Once the integration has been activated, apply a default audience/email list to each record type available in the system (Patients, Patient Contacts, Referral Source Contacts) and then click on the Update button for each corresponding row.2022-12-09_10-58-28.png
  3. Once the steps above have been completed, the email list management integration is ready for use.
  4. Please select SYNC MAIL to sync both platforms together to ensure any current subscribed records pass over to your email marketing provider. This action should only be performed once once you have initially set up the integration.
    • Note: API Rate limits may be applied by the email marketing provider which can affect subscriptions passing over from CRM to the provider.
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Subscribing & Unsubscribing Records

Patient and Referral Source Contact records can easily be subscribed to audience lists tied to your email marketing provider. Use the "Yes" and "No" options under "Ok to Send Email" to subscribe to records.

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A user can unsubscribe Patient, Patient Contact, and Referral Source contact records directly from the Kipu CRM by accessing the desired record and clicking on the No toggle under "Ok to send email". 2022-12-09_11-08-05.png

Email Marketing Data Points

The following data points are passed to Mail Chimp and/or Constant Contact once a record has been subscribed:

  • Patient Record
    • Patient ID
    • Facility Name
    • Location
    • Email Address
    • First Name
    • Last Name
    • Address
      • Address Line 1
      • Address Line 2
      • City
      • State
      • Zip
      • Country
    • Phone Number
    • Birthday
    • Patient Record Status
    • Employer
    • Occupation
    • Opportunity Status
    • Last Opportunity Projected Admit Date (Decision Estimated Admit Date)
    • Last Opportunity Create Date 
    • Denial Reasons
    • Patient Tags
    • Patient Classification
    • Proposed Facility
    • Proposed Location
    • Projected Admission Date
    • Episode Create Date
    • Discharge Type
  • Patient Contact Record
    • DOB
    • First Name
    • Last Name
    • Employer
    • Occupation
    • Address
      • Address Line 1
      • Address Line 2
      • City
      • State
      • Zip
      • Country
    • Phone Number
  • Referral Source Contact
    • Contact First Name
    • Contact Last Name
    • Employer
    • Occupation
    • Organization Type
    • Referral Source Group
    • Contact Primary Relationship Manager
    • Contact Backup Relationship Manager
    • Last Comm log Date
    • Address
      • Address Line 1
      • Address Line 2
      • City
      • State
      • Zip
      • Country
    • Phone Number (Only Populated for the Organization Contact)
    • Referral Source Contact Tags

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