When invited to the platform, patients receive both an email and a SMS text message with instructions to log in with temporary login credentials. They can change the password afterwards. They also receive information on how to get started on the platform.
There are two ways to invite patients:
You can add an individual patient through your portal using the "Invite" button.
You can email us with a spreadsheet of patients and we can do a bulk invite/add all of them in bulk to the system. This spreadsheet should contain each patient's first and last name, email address, and cell phone number.
You can email all your existing patients, tell them about your clinic's use of Osmind and that they have been invited to the system, and instruct them to log in and get started.
We recommend sending this from your own email (or your front desk staff's email). The email coming directly from the clinicians/staff increases both visibility and adherence. You should send the following email out to all of your patients. You may need to do this more than once. Then, follow up individually with each patient when they come in for their next appointment (more guidelines below) Here is a template:
Subject: Please download the new app our clinic is using
Dear patient name/ all,
I am emailing you with some exciting news. At our clinic, we have decided to work with Osmind to help make your care journey better and help you with insurance reimbursement. Osmind has an app you can download for free to help our clinic track your progress and improve how you feel. The app also helps you submit out-of-network insurance claims in <1 min — helping make reimbursements faster and saving lots of effort.
You should have received an email with instructions on how to log in. Please join the system as quickly as possible.
Please join the app as quickly as possible; we can chat about it at your next appointment. See the above link if you have any questions, or contact me directly.
This should be a clinic-wide email campaign (or, if you want to be more personalized, you can send individual emails to patients).
Add a flyer or blurb on Osmind to all appointment scheduling confirmation messages or post-appointment materials. Give it with any paperwork (e.g. superbill) that patients receive after care.
By tying information on the platform/partnership to some other important communication, patients are more likely to follow through with this
Telling patients they can submit their superbill directly on the app is very helpful: this gives a direct incentive for patients to download the app and use it after their appointment. We highly recommend giving patients information on the platform every time you give someone a superbill (either paper or electronic copy)
We have created a flyer for you to print or attach to give to patients and have given it to you as part of your onboarding packet. We highly recommend that you use some sort of flyer to give to patients after appointments.
Communicating with patients
If you have front desk / admin staff, have them tell check with patients on whether they've signed up for the platform as each patient checks in for appointment or waits for treatment. The time in the waiting room is a great time to ensure registration and adherence.
We recommend inviting people at the end of the appointment and letting them know to expect the automated email and text. And, as mentioned above, tie this in with the superbill submission
Also tell patients the tool is for improving clinical care and facilitating communication between you and the patient.
Talk to people about how measurement-based care is good for them and an important part of their care journey, not just some random task they're supposed to do. You can also refer them to this whitepaper
We have additional features that further augment registration and engagement:
We have a web portal (app.osmind.org) for patients who are not tech-savvy, and SMS-based features as well to directly engage via text message
We have in-app HIPAA-compliant secure messaging and video telemedicine (coming soon!) so people will have higher engagement with you and the app
Smart detection of poor engagement and sending text reminders at just the right time to maximize engagement. Use of both push notifications and text reminders