Recall types determine which procedures trigger a recall appointment, when recall appointments are due, and the recall appointment length. You can have different recall types for different kinds of Recall appointments. Several default recall types are preset by Open Dental.
Prophy, ChildProphy and Perio: These 'special type' recalls are required for the recall system to work as intended.
- Prophy, ChildProphy, and Perio recall types must exist and be assigned the appropriate 'special type'. You can change the trigger procedures, time interval, time pattern and appointment procedures, but do not remove the 'special type' assignment.
- ChildProphy is only used to determine when, based on patient age, child procedures are attached to the recall appointment. Each patient is still only set as Prophy or Perio for recall, however if the patient meets age criteria, child recall procedures are attached.
- By default, every patient is assigned a Prophy recall, regardless of completed procedures. Prophy and Perio are considered primary recall types and are mutually exclusive. The triggers for Prophy and Perio cross over and act as triggers for both types. To change a patient to a Perio, see Recall.
- Web Sched Recall only sends notifications for 'special type' recalls.
After a conversion: See Perio/Prophy.
Change or Add a Recall Type
- In the main menu click Setup, Appointments, RecallTypes.
- Double click on an existing type, or click Add to create a new type.
- Enter the recall type information.
Description: An identifying name.
Special Type: If a Prophy, Perio or Child Prophy (see below), assign the corresponding special type. If a custom recall type, select 'None'.
Append to Special: Determines whether this recall type is automatically scheduled with 'special type' recalls.
Automatically include this recall type when scheduling a 'special type' recall, if it is also due. For example, to automatically add 4BW to a Prophy recall that is due, check the box for 4BW.
- Unchecked: Do not include this recall type with 'special type' recalls when they are both due. For example, a recall type for a follow-up endo exam might have this box unchecked so it is not automatically added to a Prophy recall that is due.
Procedures that trigger this recall type: Click Add to select Procedures that will trigger the recall appointment. Click Remove to delete a procedure. When you set one of these procedures complete for a patient, a recall appointment will be triggered.
Default Interval: Enter the length of time used to calculate the recall due date (e.g. 4 months, 1 year). A common Prophy interval is 6 month plus 1 day so that six month recalls aren't accidentally scheduled too early.
Time Pattern: The default appointment length for the recall appointment. Use slashes (/) for assistant time and X's for provider time. Each character equals the time increment (see Setting the Time Increment). Example: If time increment is 10 minutes, //XX/ = 20 minutes of non-provider time, 20 minutes of provider time, 10 minutes non-provider time (50 minutes total appointment time).
Procedures on Appointment: Click Add to select the Procedures that will performed during the recall appointment. Click Remove to delete a procedure.
- Click OK to save.
Applying Changes / Synch
- To apply a new or changed recall type to patients assigned the recall type, or with a trigger procedure completed, click Synch. The due date for all patients with this recall type will be updated based on the recall type interval.
If you have manually changed an individual's recall interval (Edit Recall), their interval will not change, but their due date may be recalculated based on their individual interval. To reset an individual to the default, delete the changed recall (Family module), then synch again.
- If you do not click Synch, the new or changed recall type will only affect new completed procedures.
If you want to reset recall types to default settings, see Procedure Code Tools. This will remove any added or custom recall types.
If you add a custom recall type (e.g. endo follow-up in 6 months), you should also set the new type to show in the Recall List (see Recall Setup). There is not a lot of control over custom recall types. Any patient who has had that trigger will show, so use this feature lightly for now.
Synching recall types on a large database may cause temporary slowness.
The ChildProphy recall type is used to assign child procedures to a prophy recall instead of adult procedures. If patients meet the age criteria for a ChildProphy, and has a Prophy recall, the appointment procedures set for ChildProphy will be added to the recall appointment instead.
When you edit the ChildProphy recall type, the screen looks slightly different.
Age Limit: Enter the age limit that determines child procedures versus adult procedures. For example, if 12 is the age limit, patients 11 and under will have the ChildProphy procedures attached to their appointment instead of the Prophy procedures.
Procedures on Appointment: Select the procedures that should be attached to recall appointments when a patient is under the age limit.