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Export Patient List for Email

Use the following instructions to download your patient’s email addresses to send out mass communication.

Important: Make sure you follow your company’s guidelines for exporting PHI. 

Export Patient List

  1. Click Display Patients in the Patient Manager.

  2. From the Patient Search window, ensure you have the following filters.

    1. Search Type: All Clinic Patients or all Company Patients (depending on the type of information you are sharing, company or clinic-specific information).
    2. Patient Status: Active.
    3. Case Status: Active.
  3. Click Search.
  4. Click Export to Excel.

  5. From this exported list, you can Copy + Paste the list of contacts into a BCC field or use a mail merge feature to send out a mass email.

Email Template

WebPT has organized some template verbiage for Members who would like to send information about the coronavirus (COVID-19) to their patients. This information is based on the Centers for Disease Control and Prevention (CDC). The goal of this messaging is to mitigate fear, provide accurate information on symptoms and prevention tips, and recommend that patients who are feeling unwell reschedule their appointments—even if it's last-minute. If this announcement does not fit the protocol that your practice follows, please make the appropriate edits before sending it to your patients.

Subject Line: Coronavirus Update from {{YOUR CLINIC NAME}}

Email Body:


If you’ve been watching the news, you’re probably already aware that the number of confirmed cases of coronavirus (COVID-19) in the United States is growing. As a precautionary measure, we’d like to offer some recommendations and information about coronavirus as it relates to your care. Please read through the following FAQ and let us know if you have any questions or concerns.

Am I at risk?

The Centers for Disease Control and Prevention (CDC) offered the following advice:

  • The majority of the American public is unlikely to be exposed to this virus, so generally speaking, the immediate health risk posed by COVID-19 is considered low.
  • People in communities with a growing number of confirmed COVID-19 cases are at an elevated—though still relatively low—the risk of exposure.
  • Like other viruses, COVID-19 cannot target people from specific populations, ethnicities, or racial backgrounds; exposure to the disease itself is the greatest risk factor associated with contracting it.

What are the symptoms?

Symptoms of coronavirus include:
  • Fever
  • Coughing
  • Shortness of breath

If you are experiencing any of these symptoms, we ask that you contact your primary care physician for further advice. In the meantime, as a courtesy to your therapist, our clinic staff, and your fellow patients, please do not come into the clinic at this time. Instead, please contact us to reschedule your future appointments—even if it's last-minute—by calling {{YOUR CLINIC PHONE NUMBER}}.

I'm only feeling a little sick. What should I do?

While it may be tempting to come in for your treatment if you “just have a cough,” we do ask that you reschedule your appointment if you are feeling at all sick. In the meantime (and if your strength allows), continue with your prescribed home exercise program, and reach out to your therapist via phone or in-app messaging if you have any questions.

For a helpful set of recommendations on how to keep yourself and others protected from COVID-19 and other respiratory diseases year-round, follow this link.

We appreciate your willingness to help us with this matter.

Wishing you good health,


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