Recalls

Overview

Recalls, collectively, are a tool to prompt clinic staff to contact patients to follow up about any recommended procedures, treatments, or tests discussed during their last appointment. 

Example recalls are:

• You have not seen a patient in the past year

• To follow up with a patient

• A patient's loaned hearing aid is due

• A patient's hearing aid is now 4 years old

• A patient's hearing aid warranty is about to expire

• You simply want to remember to call a specific patient

Viewing the list of recalls

1. Click the Recalls button on the main toolbar. The Recalls screen shows a list of patients due for recalls along with patient Telephone number, Recall type, Location, Assignee, and Notes.

Filtering the list of recalls

1. Click the Recalls button on the main toolbar.

2. On the Recalls screen, do one or more of the following:

   • Click on a column name (e.g. Recall date, Patient, Recall type) to sort the list of patients in ascending order. Click the column name again to sort the list of patients in descending order.

   • Use the Quick Find field at the top of the screen to type the first few letters of the patient's last name.

   • Click the Recall period, Recall type, Recall status, Location and/or Assignee drop-down menus to filter the list of patients.

   • Check the Hide booked patients check box at the bottom of the screen to hide patients with upcoming appointments.

Managing time-sensitive or Action Required recalls

Certain recalls are time-sensitive and must be performed by a specific deadline.

1. Click the Recalls button on the main toolbar.

2. View the following highlights on the Recalls screen for time-sensitive recalls:

• The Recall date column text turns red if all of the following conditions are true: 

  • The recall has the 'Required' box checked.

  • The recall is due within 7 days or overdue, and the patient doesn't have an appointment scheduled within the next 30 days. 

• The Next appt. column text turns red if the recall is time-sensitive, due within the next 30 days, and the next appointment is after the recall date or the 'Required' box is checked.

• Go to the Recall Period filter and choose Action Required to filter for all red color-coded recalls.

Managing automatic recalls

Certain recalls generate automatically based on data present in the patient file. Automatic recalls can be removed, or created, upon request.

1. Click the Recalls button on the main toolbar.

2. View automatic recalls generating within the US system, which include:

3. View automatic recalls generating within the Canadian system, which include:

Managing Overdue recalls

1. To view overdue recalls do one of the following:

   • Click on the Recalls button on the main toolbar. On the Recalls screen filter by Recall period Overdue.

   • Click on My Recalls to see recalls assigned to you and filter by Recall Period Overdue.

2. To complete or cancel an overdue recall right-click the recall line item, and click Complete/Cancel.

3. Within the Edit Recall dialog box, select an Outcome for the completion/cancellation. Select Appointment Booked/Completed or Client Cancelled and click Ok. The recall will be removed from the screen.

Adding recalls

1. To add a recall, do one of the following:

   • Click the Recalls button on the main toolbar. On the Recalls screen, click the Add recall button. Within the Select patients dialog box, select the desired patient, and click Ok. 

      

   • On the Patient browser tab, click on the desired patient, click the Patient drop-down menu, and select Add recall.

Open

1. In the Add recall dialog box, click in the Recall date field to select a date, select the Recall Type from the drop-down menu, choose an Assignee for the recall and add any notes to the recall.

2. Optionally check the 'Required' box to flag a recall as Action Required. 

3. Click Ok.

Changing recall statuses

1. Click on the Recalls button on the main toolbar.

2. On the Recalls screen, click on a desired recall line item.

3. Right-click the recall line item(s), select Edit.

4. In the Edit recall dialog box, change the recall status in the Recall status drop-down menu.

5. Click Update.

Open

Completing/canceling recalls

1. Click on the Recalls button on the main toolbar.

2. On the Recalls screen, click on a desired recall line item.

3. Right-click the recall line item(s), select Complete/Cancel.

4. Within the Edit recall dialog box, select an Outcome for the completion/cancellation. Select Appointment Booked/Completed or Client Cancelled and click Ok. The recall will be removed from the screen.

Editing recalls

1. Click on the Recalls button on the main toolbar.

2. On the Recalls screen, click on a desired recall line item.

3. Right-click the recall line item(s), select Edit

The Edit recall(s) dialog will appear. To change the date/status/assignee/outcome/required status en masse, right-click on a recall and select 'Fill all' with the desired action. 

Postponing recalls 

1. Click the Recalls button on the main toolbar.

2. On the Recalls screen, click on a desired recall line item

3. Right-click the recall line item(s), click Edit, click the icon select a new recall date and click Update.

Viewing patient details

1. Click the Recalls button on the main toolbar. 

2. On the Recalls screen, click on a desired recall line item.

3. Click the Patient details button to open the patient’s file.

Booking an appointment or viewing the details of an existing appointment

1. Click the Recalls button on the main toolbar. 

2. On the Recalls screen, click on a desired recall line item.

3. Right-click the recall line item, and do one of the following:

   • Click Book appointment. For more information, see: Creating appointments.

   • Click Appointment details. For more information, see: Searching for appointments.