Page 69 - Client Coordinator

3030 – Reactivation Letters

Results Statement: We send out a reactivation letter to EVERY SINGLE CLIENT (with a pet) that has
not been in the last 18 months. We do this in order to help them bring this pet
back to us so the pet stays healthier.

Primary Responsible Position: Client Coordinator

When: Weekly at 9 AM every Monday.

What: Print this group of letters every week along with envelope labels. They are
mailed out just after printing. This list printed along with the 4 lists for
Wellness/Treatment (separate procedure)

How: Reactivation letters are sent as a batch through AVImark.
1. In AVImark go to Work With
2. Click Information search
3. Click Client Coordinator
4. Double click Reactivation Letter
5. Search Criteria will come up
6. Client Codes, does not contain “i”.
7. Patient Codes, does not contain “d,i,h,m”
8. Change dates “And Patient Reminder Due” is between: double click the
first date and change it to 18 months and 3 weeks prior to today’s date.
Then go to the next date range and set it for 7 days after the first date you
set. Enter the dates without slashes or dashes: January 14, 2014 would be
entered as 011414.
9. Patient remindeer codes does not equal: This section we use to exclude
code that we don’t want to sent letters out for. If you need to add this
section please do so following the same pattern (a comma between the
codes without a space.
10. Click save. This will exit out of the area you are working with. AVImark
does not know why it does this. Follow the steps to get to that point
again.Click Search to generate a list. Make sure the list is correct. The list
should be printed. Go to print, make sure the correct printer is chosen and
click print. Return to AVImark and review each client file. Verify through
each client file that the Reactivation letter should be sent. Paying
attention to the following:
a. Obvious cases that should not receive a letter.
b. Signs that a pet was euthanized but for some reason wasn’t coded
properly in their file.
c. For those clients receiving a Reactivation letter, document that the
letter is sent at this time.

11. Return to the “work with section” , follow b – e.
12. For clients that are not to get a letter go to Client does not equal. Add the
client account number (s) of those who are not to get a Reactivation letter.

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