Setup Recall

Set up recall reminder messages, reminder intervals, and the Recall List default options.

In the Main Menu, click Setup, Appointments, Recall.

Recall Reminder Messages

The Messages grid lists the email subject, body, and postcard/text message for recall reminders sent from the Recall List.
Remind#: The reminder number (first reminder, second reminder, etc.). The message corresponds with the reminder number the patient is on. All is used on aggregated messages (family messages).
Mode: When the message will be used based on the method of delivery (Email, Postcard, WebSched Email, WebSched Text).
Third column: General guidance about the message and its use.
Message: The message text. When multiple family members are sent a Web Sched Recall reminder, the message is automatically aggregated using a standard message format that cannot be changed. See Web Sched Recall. A text message segment is 160 characters. Each additional message segment will result in additional charges.

To change the email subject line or email, postcard, and text message for a Remind#, double-click on the Message for the corresponding Remind# and Mode. Enter the subject or message text and insert variables as needed (see below). Click OK to save.

  • Message types that support HTML formatting will open the HTML Email editor. Raw HTML is not supported for Recall messages.
  • Postcard messages have a limit of 465 characters. Any characters beyond that will be cut off on the printed postcard.

Variables are the text with brackets which pull information directly from the database. For example, the message might look like this: "John, you are due for your regular dental check-up on 01/12/2015."

Available variables:
[NameF]: Patient first name only.
[FamilyList]: List first name and recall due date of all family members (if Group Families is selected).
[DueDate]: Date the recall is due.
[URL]: (Web Sched only) The unique link the patient will click to schedule their appointment.
[ClinicName]: Clinic name (patient's default clinic).
[ClinicPhone]: Clinic phone number.
[FamilyListURLs]: (Web Sched Only) The unique links for an aggregated message (i.e. family) to schedule appointments.
[PracticeName]: Practice name.
[PracticePhone]: Practice phone.
[OfficePhone]: Uses clinic phone number if available, otherwise inserts practice phone.

Recall Status Options

The status options determine which recall status is automatically applied when a recall reminder is sent. Customize options in Definitions: Recall / Unsched Status.
Status for mailed recall: The status applied when a recall postcard is printed.
Status for emailed recall: The status applied when a recall reminder is emailed.
Status for texted recall: The status applied when a recall reminder is sent via text message using Web Sched Recall.
Status for emailed and texted recall: The status applied when a recall reminder is emailed and texted using Web Sched Recall.

Recall List Defaults

The following options affect what shows in the recall list by default.

Types to show in recall list: Highlight the Recall Types to send recall reminders for. To highlight multiple types, click and drag or press ctrl while clicking each type. The prophy type covers both adult and child prophies.

Select the Recall List Default View filter and sort options.
Group Families: Determines the default setting of the Group Families box. When checked, family members are grouped together.
Days Past: Determines the default Start Date. The farther back you go, the fewer patients who will slip through the cracks. If using Web Sched Recall it cannot be blank.
Days Future: Determines the default End Date. Leave blank to include all future recalls. This value may be left blank for Web Sched Recall.

Select one of the exclude options to exclude certain patients from the recall list.
Exclude from list if recall scheduled: Do not include patients who have a scheduled recall appointment.
Exclude from list if any future appt: Do not include patients who have any scheduled appointment.

Set the reminder intervals to Also show in list if # of days since the patient's last reminder. Each patient will first show up on the list when they are due for recall. Once a reminder (Recall Commlog type) is sent, they will disappear from the list until they are due for their next reminder.
Initial Reminder: The number of days from the first reminder until the second reminder is triggered (e.g. 90 days from first reminder). This cannot be zero if using Web Sched Recall.
Second (or more) Reminder: The number of days from the second reminder until the third and subsequent reminders are triggered (e.g. 182 days from the second reminder). This cannot be zero if using Web Sched Recall.
Max # of Reminders: The maximum number of reminders before a patient is removed from the list. Leave the box empty to set no maximum.
Example: Setting this to three will include patients in the list until a fourth reminder is sent.

Reminder Postcard Options

Select the postcard print options (also affects printing of Confirmation List postcards).
Postcards per sheet (1, 3, or 4): The number of postcards that print per page.
Show return address: Check the box to print the Practice return address.
Adjust Postcard Position in Inches: Change the offset when printing.

Reminder Email Options

Select when an email reminder is sent (also affects confirmation list email reminders).
Has Email Address: Email will be the default Contact method with a patient has an email address entered (Edit Patient Information) and no other preferred method is selected for recall.
Email is preferred contact method: Email will be a patient's default Contact method only when Email is the preferred confirmation or recall method.