Setup Manual Recalls

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Create a recall batch to include patients who are due for their periodic Exam/S+C (e.g 6 month recall). Various methods can be used to send reminders.

Multi location databases that have location specific recall item codes can use Wildcards to only enter 1 item code into Recall Trigger Items instead of 3 item codes for 3 different locations. For example 011* would be entered once instead of 011A, 011B, 011C each entered for the 3 locations. 

Items which execution date is shown in the column

Recalls and Queries look at multiple factors, including when the last time a patient had a Scale and Clean item performed. These items can be updated with Medicare items, for example.

  1. Go to Debtors and Marketing > Mail Merge Setup tab

  2. Mail Merge Category: Recalls

  3. Select the Recall Type

  4. Set the item(s) in Items which execution date is shown in the column (e.g. ADA and CDBS items)

  5. After the recall batch has been run, the date in the Last Exam SC column is calculated by these item numbers

Recall Period

The Recall Period determines the number of months the Recall date is advanced when an invoice is created or recall dates are updated when creating a Recall batch. 

  1. Go to Debtors and Marketing > Mail Merge Setup tab

  2. Mail Merge Category: Recalls

  3. Select the Recall Type

  4. Set the number of months in Recall Period (eg 6 months for Standard Recalls)

Default Recall Type

The Default Recall Type is automatically assigned to any new patients. 

  1. Go to Debtors and Marketing > Mail Merge Setup tab

  2. Mail Merge Category: Recalls

  3. Place a tick within Default Recall Type

Template Order

The Template order determines the Recall Type used when recall types are updated when creating a Recall batch. 

  1. Go to Debtors and Marketing > Mail Merge Setup tab

  2. Mail Merge Category: Recalls

  3. Select the Recall Type

  4. Place a number within Template Order. This will be displayed next to the Recall Type

SMS Template

The SMS Template is designed to be sent to all patients within the Recall batch, if recall reminder is sent by SMS.

  1. Go to Debtors and Marketing > Mail Merge Setup tab

  2. Mail Merge Category: Recalls

  3. Select the Recall Type

  4. Click mceclip9.png to modify the SMS template

  5. See Input Fields Guide for Manual Recalls for assistance with setting up input fields

Letters Template

The Letters Template is designed to be sent to all patients within the Recall batch, if recall reminder is sent by letter.

  1. Go to Debtors and Marketing > Mail Merge Setup tab

  2. Mail Merge Category: Recalls 

  3. Select the Recall Type

  4. Click mceclip9.png to modify the Letters template

  5. See Input Fields Guide for Manual Recalls for assistance with setting up input fields

    1. Insert Menu> Select Input field (e.g. Recall Names)

Recall Trigger Items

Recalls looks at trigger items, which determines when the recall date is updated after treatment is performed.

  1. Go to Debtors and Marketing > Mail Merge Setup tab

  2. Mail Merge Category: Recalls

  3. Select the Recall Type

  4. Set the item(s) in Recall Trigger Items (e.g. ADA and CDBS items)

    1. Tick All Items for all treatment items to be trigger items
    2. Tick Use Wildcards, enter Wildcard item number/s into Recall Trigger Items e.g. 011*
  5. When one of the trigger items is performed in Treatment, a prompt will appear to update the patient's recall date

  6. This can be set to Automatically update the recall date

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