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.

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:

   Name	Recall date	Trigger	Trigger for removal
   30-day post-fitting	30 days from the invoice date	Hearing aid invoice billed	Manual removal
   HA 4 years old	4 years from the invoice date	Hearing aid invoice billed	Manual removal or new aid invoice billed
   HA Warranty Expiry	Aid warranty expiry date	Aid expiring in the next 30 days	Manual removal
   Loaned aid due	Loaned aid due date	Aid with On loan status	Loaned aid returned or sold
   Not seen in past year	Current date	Patients who have not had an appointment scheduled in over a year	Manual removal or new appointment booked

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

   Name	Recall date	Trigger	Trigger for removal
   VAC 2yr Hearing Assessment	2 years from the invoice date	Hearing aid invoice billed to VAC	Service with code 320625 or 328370 billed
   WSIB Service Block 2 (2016 POC)	90 days from the invoice date	Hearing aid invoice billed to WSIB (on or after August 15, 2016)	Service with code NIHL2L or NIHL2R billed
   WSIB Annual HA	1 year from the invoice date	Invoice billed to WSIB with any of the following codes present: G441, G443, G526, G530, G527, and/or G434.	Manual removal
   Loaned aid due	Loaned aid due date	Aid with On loan status	Loaned aid returned or sold

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. 

     To quickly locate the patient, type the first few letters of the patient's last name.
   • On the Patient browser tab, click on the desired patient, click the Patient drop-down menu, and select Add recall.

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.

   Recall Types can be added/edit under the setup menu.

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.

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.