Introduction

When it comes to healthcare, any disruptions to the mechanism that sends out critical real-time notifications can spell disaster.

Salesforce, being the most widely used CRM today, is often the platform of choice for many healthcare industries in this regard. That said, the platform does have its limitations, which include a daily cap on the number of emails that can be sent.

If your volumes exceed this limit, you risk critical updates not reaching people on time. 

One such healthcare services provider faced this problem and turned to MassMailer to overcome these limitations. The outcome of the implementation has some critical takeaways every healthcare consultant or provider should take note of. 

Why Real-Time Notifications Are Critical in Healthcare

Real-time updates play a central role in healthcare operations. Case managers, specialists, and even nurses depend on them to provide timely interventions with accurate information. 

Any delays in receiving these critical updates slow down the entire workflow, which has a direct impact on patient outcomes.

According to a study published in the National Library of Medicine, delayed information is “the” biggest barrier when it comes to patient care, especially in emergencies. 

Salesforce, despite being a widely used platform, imposes a daily email limit of 5,000. While this may sound generous at first glance, for larger operations handling higher volumes, this cap can be reached quickly. The moment that happens, the notifications stop. 

Medical staff now have to manually check portals instead of responding directly to notifications. What should be a fast, automated process turns into delays and extra work.

Case Study: How One Healthcare Provider Solved This Problem

For one healthcare provider, the scenario discussed above was not theoretical. Instead of waiting and hoping something would change, they decided to take proactive measures and explore ways to circumvent this limit, thereby guaranteeing uninterrupted email deliverability. 

The Background of This Case

This organization’s communication volumes easily reached thousands of emails a day. They faced two primary issues: one was the daily limit Salesforce enforced, and the second was critical notifications being blocked by spam filters. If notifications failed to reach the intended recipients due to any of the above reasons, their teams were left stranded in the dark. 

The Solution

The decision was made to create a redundant system to ensure that their notifications would go through regardless of the circumstances. Instead of replacing their CRM or completely overhauling their existing workflows, they sought a solution that could supplement the system that was already working well. 

MassMailer was chosen to implement this solution because it could seamlessly integrate into the existing Salesforce ecosystem while still operating independently as needed.

System administrators could now toggle between Salesforce and MassMailer at will in the event that the daily cap on Salesforce was reached or if they were facing issues with email deliverability due to spam filters. 

How Was MassMailer Implemented?

Once the decision was made, the focus shifted to implementation. The team rolled out MassMailer for about 75% of their clients (especially the new ones) to test for reliability.  MassMailer’s IP and domain warm-up process ensured that spam filters were no longer a hindrance. 

Since the integration was done via APIs, MassMailer could pull case updates directly from their existing systems and push out notifications without a hitch. To ensure the process was streamlined, hard-coded distribution lists were used, eliminating the need for constant manual updates. 

The Outcome

The result of MassMailer’s integration was as follows: 

  • Salesforce’s daily email cap was no longer a hindrance.
  • The toggle system improved the reliability of notification as system administrators could switch between platforms in the event of an outage. 
  • The IP and domain warm-up process, a part of MassMailer’s onboarding process, reduced the instances of critical notifications not being flagged by spam filters. 
  • Manual work was reduced by using hard-coded distribution lists for consistent delivery.

Simply put, a reliable safety net was created that ensured real-time communication continued uninterrupted, regardless of the circumstances.

Key Takeaways for Healthcare and Beyond

This case study highlights key lessons that any organisation relying on timely communication should take note of. They are:

Always Build Redundancy Into Your Systems

Ask yourself, do you have a backup in place if Salesforce or any platform you rely on goes down? If you don’t, then you risk losing your ability to send out or receive critical communication at critical moments. The system occasionally fails, and it’s essential to have a backup plan in place. 

Sometimes, Simple Is Better

The healthcare provider chose the simplest path to achieve redundancy. Instead of trying to rework their communication routine workflows, they decided to go with a simple system that could toggle between the services. Instead of complex backend configurations, simple hard-coded lists (which worked well for them) left less room for errors and executions. 

Roll Out Changes Steadily

This provider tested MassMailer with 75% of its clients first, with every new client being onboarded directly onto MassMailer. Email delivery was closely monitored, and adjustments were made if issues arose with spam filters. This deliberate pace built confidence and avoided disruptions that would have come from a complete system overhaul in one go. 

Summing It Up

Reliable communication is essential in the healthcare industry, as well as in all other fields.

This case study is a classic demonstration of how you can address any limitations you are facing head-on. It also highlights that you don’t have to reinvent the wheel to solve problems. 

Does your system have a mechanism to support your organization’s communication needs without disruptions? If not, you should try Massmailer.

MassMailer integrates directly with Salesforce to help you send unlimited emails, maintain deliverability, and keep your communication running without interruptions. With built-in safeguards like IP and Domain Warmup, it will ensure that your communication always reaches its intended target audience every single time. 

Book a demo with MassMailer today and see how you can remove limits from your email strategy!

FAQs

How does MassMailer ensure that email delivery is not impacted by spam filters?

Every new client onboarded onto Massmailer gets assigned a new IP address, which is then followed by an IP and Domain warm-up process. This ensures that the new IP has a high reputation with ISPs, which in turn reduces email delivery issues caused by spam filters.

Is MassMailer only for transactional notifications?

No. While many healthcare providers utilise MassMailer for real-time status updates, it also supports outreach, reporting, and other communication needs, making it a versatile tool useful across various business functions beyond healthcare.

Does MassMailer have a daily limit on the number of communications sent?

No, MassMailer does not have a daily limit on email communications, unlike Salesforce.