Recall List

Use the Recall List to send and track recall appointment reminders.

In the Appointment Lists, click Recall.

Every active patient appears in the recall list for the default recall types. Once a patient has recall procedures completed, the patient's next recall due date is calculated and the list can be filtered by due date. Select patients in the list to send an email or postcard reminder. Use the listed preferred recall contact method and recall notes to determine how a patient is to be reminded. When a patient has been sent a reminder, they will disappear from the list for a specified number of days. If the patient does not schedule an appointment, they are put back in the list and for another reminder. The list tracks how many reminders have been sent and can be filtered by reminder number. Also use the list to schedule recall appointments from phone reminders.

Also see:

Setup

First, set up the items below before scheduling recall appointments.
Providers: Add providers and hygienists.
Operatories: Create operatories and assign the default providers. When using Web Sched, designate Web Sched operatories.
Schedule Setup: Create each provider's schedule and assign to an operatory. Their schedules should extend as far into the future as appointments are to be scheduled. For example, recall appointments 6 months in the future cannot be scheduled if there is no provider schedule set 6 months out.
Web Sched Recall: (optional) Sign up for the eService to automatically send text and email reminders to patients. Patients can click a link in these reminders to schedule their recall appointment online.

Next, set up the Recall Types. The default recall types are Prophy, Child Prophy, and Perio. Edit the recall interval or recall procedures for the existing types or add new ones.

Lastly, Setup Recall list defaults to determine which recall types appear in the recall list, the reminder intervals, and the reminder messages.

Recalls Tab

List of patients who are due for a recall but are not yet scheduled. Change the list View criteria then click Refresh List to expand or limit the list results.

The interactive Recall List grid, shows patients due for a recall and their recall information. Customize which columns show in Display Fields, Recall List.

Double-click a patient in the list to open the Edit Recall window and edit the patient's recall information. Also, right-click a patient to select the patient and go to the Family module or Account Module. When one family member is highlighted, all other family members in the list will highlight in red text. To print the recall list as shown, click Print List.

Send Web Sched Recall Reminders

When signed up for Web Sched Recall, email and/or text reminders can be sent with a link for the patient to schedule their appointment online from the Recall List. See Web Sched Recall to set up Web Sched Recall.

  1. Select patients to send a recall reminder. If no patients are manually selected, patients with email or text message as their Preferred Recall Method (set in the Edit Patient Information window) are automatically selected.
  2. Click Web Sched.
  3. Click OK on the confirmation message to send the recall reminders to the Authorized Representatives of the selected patients. When multiple family members are sent a web sched recall reminder, the message will be aggregated into one and a commlog will be generated for each patient.

See Web Sched Recall: What Patient Sees.

Email Reminders

Manually email recall reminders from the recall list. Regular email and text messaging are not secure methods of sending PHI. See Encryption of Data at Rest and in Transit.

  1. Select an email address to use for sending email in the Email From dropdown menu. The default is Practice/Clinic set in Email Setup (for a single practice) or Clinic List (for clinics). If there is no clinic email, the practice default is used.
  2. Select patients to send a recall reminder. If no patients are manually selected, patients with email as their Preferred Recall Method (set in the Edit Patient Information window) are automatically selected.
  3. Click Email. If you selected no patients, Open Dental will auto-select all patients who have email as their preferred Recall Method
  4. Click OK on the confirmation message to send the recall reminders to the selected patients. If Group Families is checked, the guarantor email is used.

The patient is temporarily removed from the list, recall status is updated to the default email status set in Setup Recall, a commlog is created, and the email reminder is recorded in each patients account. The Recall grid in the Family module will be updated with the recall status, and notes if added.

Phone Reminders

For patients that prefer recall reminders by phone, contact the patient using the phone number listed.

  1. To schedule the patient, highlight them from the list and select Sched Patient or Sched Family (to schedule all family members due). Recall appointments will be created, with recall procedures attached, and placed on the pinboard to be moved to an operatory on the schedule. The calendar will not jump to the recall due date, so remember the appointment due date to locate it on the schedule.
  2. If no appointment is scheduled, highlight the patient from the list and select a recall status from the Set Status dropdown that corresponds with the result of the phone call, then click Set.
  3. The Communication Item window will open with the status and default to commlog type Recall and mode Phone. Edit the commlog to add any details about the phone call that need documented.
  4. If needed, double-click the patient to open the Edit Recall window to add the recall appointment to the ASAP List, add a recall note, disable the recall type for the patient, or change the recall interval.

If the patient scheduled, they are removed from the recall list until due for their next appointment. If the patient did not schedule, they are temporarily removed from the list after the commlog is completed. To keep the patient in the list, change the commlog type to something other than Recall. The Recall grid in the Family module will be updated with the recall status, scheduled appointment date, and notes if added.

Mail Reminders

For patients that prefer mailed recall reminders, print postcards to mail or create a recall report and do a letter merge to mail recall letters.

To create print postcard reminders:

  1. Check Group Families (prints one postcard with the entire families recall information).
  2. Select patients to create a postcard for. If no patients are manually selected, every patient who does not have a Preferred Recall Method set, or whose Preferred Recall Method is Mail (set in the Edit Patient Information window) are automatically selected.
  3. Click Postcard Preview. A preview of the postcards for all selected patients is generated.
  4. Click Print to send the postcards to the Default Printer for postcards.
  5. If the postcards printed successfully, click OK on the next prompt to finish, otherwise click cancel to start over.

The patient is temporarily removed from the list, recall status is updated to the default mail status set in Setup Recall, and a commlog with type Recall and mode Mail is add to each patients account. The Recall grid in the Family module will be updated with the recall status.

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To create a recall report for a letter merge:

  1. Click Run Report.
  2. Highlight the fields to include in the report, click OK.
  3. The User Query window will open with the report results.
  4. Click Export and choose a destination to save the file.
  5. Once saved, complete the Letter Merge.

Print Labels

Address Labels can be printed for selected patient(s). Recall status will change to Mailed Postcard.
Single Label: Print a single label for each selected patient to the default printer for Labels - Single.
Label Preview: Generate and preview a standard sheet of 30 labels for selected patients. Click Print to print to the default printer for Labels - Sheet.

Troubleshooting

Patients were accidentally marked as contacted or recall reminders failed to send but the patients are no longer in the recall list.

Undo the last batch of recalls. Click Undo button, then confirm the date to undo recall. Recall notes, statuses, and commlogs will be removed from patient accounts. This button is only available to users with "Security Admin" Permission.

When trying to send Web Sched Recall emails, I receive a message that emails can't be sent because there are no available time slots.

Verify that all setup options for Web Sched Recall are complete and accurate. Does the provider's schedule extend far enough into the future? Are operatories correctly marked Is Web Sched?

Why a might a patient not show in the recall list?