Manually recalling patients
Your Practice may not necessarily be fully automated for recalls, in which case you need to manually recall patients.
To manually recall Patients
Go to Administration > Manage Recalls.
EXACT will automatically detect if there is an outstanding list to run, and display the list for you.
A message will display for each of the months in the specified period, informing you how many patients met the recall parameters.
The main screen displays figures and a colour graphical display per month:
(Optional, if instructions have been typed) Click the My Recalls Procedure button to view custom instructions on what to do next:
Example of a 'My Recalls Procedure':
Double-click a line (month) in the Recall Lists screen to display its entries and Contact options:
The Month View displays the details of its recall patients.
! You can optionally filter the list and then perform bulk actions on the resulting patients.
This screen has all of the tools that you need to contact the listed patients.
Hyperlinks
Note: all line entries in this screen are hyperlinks. The functionality is the same as for the Appointment Book Recalls Tab.
Month Selector
Use this to change the month.
Column headers
The default sort order is Last Name, alphabetical.
Click a column header to sort the list by that parameter.
First Name / Last Name
Click a First or Last name to open the Patient Information tab.
You can then edit any Patient fields that need updating.
Dates
These are the Recall dates.
Coloured icons represent the same colour recall statuses as for the Effectiveness Tooltip display.
Click any of these dates for editable information for the recall.
If you edit these fields and click Update, it will immediately update the display.
Prior contacts with patients are recorded as icons in the Prior Contacts Column.
Click a Prior Contact icon to display details of the contact.
Click any of these hyperlinks to display a contact screen from which to contact the patient. A small star behind the icon indicates the preferred method of contact.
Home Address. Recall is by letter
Business phone
Home phone
Home phone, SMS
Mobile phone
Mobile phone, SMS
Email
You can manually contact patients by any of the means described above or simply use the recall list as a phone list and contact the patient by phone. Alternatively, you can utilise EXACT's significant automation capabilities and have your software perform all recall communications and bookings.
To send ONLY a hygienist recall link to a patient
Workaround: This is a workaround for an issue where a practice tries to send a patient an online booking URL for just a Hygienist booking, but the patient receives a URL for Hygienist plus Dentist booking.
PLEASE NOTE:
The eMail/SMS Template must contain the [Recall.URL] Merge field.
You cannot use Administration>Manage Recalls - this list will always send a URL for booking DENTIST
and HYG Recall appointment if there are dates set in both fields on the Patients Recall Tab.
To send ONLY a Hygienists Recall URL link to a Patient for booking an appointment via the Online Recalls system
Open Administration > Contact Lists.
Click the Create List Button to display the Create Contact List screen:
From the Select Patients List, choose Recall List HYG.
Type a description for the List. For example, HYG-Only Recalls.
Tick Use list for appointment booking.
Click OK to display the Patient Query screen, where you can specify the parameters for: Without an Appointment within x period, and the Recall Period:
Click OK, then click YES to confirm:
Then Tick “Hygiene Recall ONLY and click OK:
On the Next screen you have an option to choose whether or not to update patient recalls on the Recall List as they are marked as Complete. If (like most practices) you are setting your Recall Dates in surgery following the patients appointment, leave this Un-checked:
Click OK to run the List, and then you’ll see the Result Screen:
Click OK to see the List of Patients who fit the Criteria.
From the list of patients, either generate a Single eMail/SMS message for the Patient you have highlighted, or choose Multiple eMails/SMS's.
Multiple eMails/SMS reminders are then generated to be sent to All Patients on the list. These include only a Hygiene Recall URL Link within the message, for patients to book their Appointment via the Online Recall System - Even if they have both a Dentist and a Hygienist Recall set in their Patient File.
To send an Email directly from the Patient File
If you send an eMail directly from the Patient File you will see this Screen:
You can then again choose either Dentist Recall, Hygiene Recall, or both.
PLEASE NOTE:
The eMail/SMS Template must contain the [Recall.URL] Merge field.
You cannot use Administration>Manage Recalls - this list will always send a URL for booking DENTIST
and HYG Recall appointment if there are dates set in both fields on the Patients Recall Tab.