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What is POP Mailer - VivAer Only

As a specially qualified Aerin Medical (AM) customer, Kleer Message (KM) is excited to offer you the Patient Outreach Program (POP), a Mailer campaign designed to educate your patients about the benefits of VivAer®.

Once you complete the registration steps and we receive all the required assets. You will receive your campaign confirmation with the next steps from Kleer Message. 

STOP: Prepare these assets and read the instructions before you start

 

Assets Needed:

  1. Patient List: Please generate your patient list in Excel or CSV format. For Mailer campaigns only include Full Name and Address. Click here to download a patient list template. Please remove blank and duplicate records from the file before uploading. 

  2. Select Mailer Type: You may select a folded mailer or letter in an envelope. For the folded mailer, you may select to feature a patient stock photo or your physicians. 

  3. Physician Headshots & Logo: Prepare your practice logo and physician headshot. For more than one physician only prepare one GROUP PHOTO. Logo and image must have minimum resolution of 300dpi.

  4. Designate a Champion: The office champion will be the main point of contact to review and approve campaign proof and manage leads follow-ups and dashboards. If other staff get lead notification and dashboard access, you may enter their emails during registration. 

Registration Steps:

Step 1 - Purchase POP Mailer: Click on "Buy POP Mailer" and a payment window will pop up. Please use the champion's email in the payment form. Once you paid, return to this page to sign the BAA. Additionally, you receive a payment link for mailer postage after you complete your registration. The postage is 50 cents per address. 

Step 2 - Sign a Business Associate Agreement (BAA): Click on "Sign a BAA", to go to BAA page. Upon completion, you will receive a signed copy of the BAA via email. Once you signed, return to this page to complete the final step. 

 

Step 3 - Complete Two Forms: Click on "Complete Forms", to enter your practice info, physician bio/headshot, and upload your patient list.  

Important: Once you complete all three steps and we receive all the required assets, you will receive an email with the next steps. We will then prepare your campaign proofs for your review and approval. Your campaign proofs include one round of revision. Any additional revisions will incur additional fees. So it's important to complete the steps accurately. 

POP Mailer Samples:

Postcards and Letter Examples: Click here

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Letter in Envelope

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Postcard - Patient

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Postcard - Physician

Start Mailer Registration

Step 1 

Purchase POP Mailer 

Step 2

Sign a BAA

Step 3

Complete Two Forms

Step 3

Complete Two Forms

Form 1:

Practice info & Patient List

Form 2

Physician Bio & Headshots

Form 1: Practice info & Patient List
Upload Patient List
Compete Form
Form 2: Logo & Physician Headshots
Upload Physician One Headshot - minimum resolution 300dpi
Upload Physician Group Photo - minimum resolution 300dpi
Upload Practice Logo - minimum resolution 300dpi
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Campaign Timelines 

Campaign proofs will be drafted once the submission is complete.

 

A complete submission means:

  1. Payment submitted

  2. BAA signed

  3. Practice info + patient list submitted

  • Reps cannot submit on behalf of the practice 

  • Champion’s name, and email

  • Physician bio, practice logo and physician images - If more than 3 physicians, submit a group photo. (Minimum 300 dpi required for Mailer)

  • The patient list must be submitted in the correct format. If the patient list is not in the correct format, it will be rejected. 

    • First name and email address only.

    • Patient lists sent by reps will not be opened. It will be deleted. Only the practice can submit the patient list AFTER the BAA is signed. 

 

Once the submission is complete, you will receive an email confirmation, and campaign development will begin. The campaign proofs and scrubbed list will be ready within 7 BUSINESS DAYS. 

 

Campaigns are launched on TUESDAYS ONLY. In order for a campaign to go live on Tuesday, the proofs and scrubbed patient list must be approved by EOD on the PRIOR THURSDAY. 

Campaign cadence:

Mailers are sent in one round. Mailers are expected to be delivered within 1 to 2 weeks from launch. 

Changes to the campaign:

Any changes after submission or proof delivery will be billed to the practice at an hourly rate of $150/hr. This does not include changes as a result of errors by Kleer Message. 

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