Recalling Patients > Running Recall Reports

Printing Recall Postcards

You can print recall postcards to send to patients, notifying them to schedule an appointment for their next recall.

You can also use the Motivated Recall option, which enables you to send postcards with different messages to patients for first, second, and third recall notices. The wording for each successive message can be made stronger to motivate patients to schedule their recall appointments.

See Editing Recall Postcards for more information on postcard messages.

Sample Postcard

To print recall postcards:

1. Select an option:

2. To generate a list of patients who are due for normal recall:Select Reports > Recall/Appt > Last Exam.

3. To generate a list of patients who are due for User-Defined recall:Select Reports > Recall/Appt > Perio.

If you have not set up your Recall System or have upgraded from a previous version of the software and are running the first Recall report, the System Setting - PostCard Options window is displayed. Select an option and click OK. For more information, see Setting Up Recalls.

• If you change the name of your Normal Recall or User-Defined Recall system, the name of the report changes. For example, if the name of your User-Defined Recall system is Ortho, select Reports > Recall/Appt > Ortho.

The Report Format window is displayed.

2. The Postcards option is selected by default. Click OK. The Output Options window is displayed.

3. Select an option:

4. To print individual postcards on a dot-matrix printer:Select Printer and click OK.

5. To display the postcards:Select Print Preview and click OK.

6. To print the postcards on a laser printer:Select Laser Postcard File and click OK to send the postcards to the batch file.
   
   Note: After selecting the criteria for your postcards, you must print the postcards from the batch file. To print the postcards, select Reports > Print Laser Postcards. The Laser Postcards window is displayed. The number of postcards to be printed is displayed in the Count column. Select the type of postcards you want to print, and click Print Selected on the Options section of the Express bar or Options menu. A confirmation message is displayed. Click Yes. The Printer Selection window is displayed. Verify the selected printer, and click OK. A message is displayed, asking if the postcards should be cleared. Verify that the postcards have printed correctly, and click Yes.

The Recall Postcard Setup window is displayed.

4. To change the report title, type a name in the Title field.

5. In the Notices section, select from the following options:

6. To update the patient record each time the patient is included in the Recall report:Select Update Notices Sent Count. Each time a patient is included in the Recall report, the Notices field on the Recall tab of the patient record is updated. This enables you to identify the number of notices sent to a patient.
   Note: Select this option when using the Motivated Recall system.

7. To indicate which patients should be included in the report:

   • Select 0 Previous Notices to recall patients due to receive notice 1.

   • Select 1 Previous Notice to recall patients due to receive notice 2.

   • Select 2 Previous Notices to recall patients due to receive notice 3.

   • Select 3 or more Previous Notices to recall patients who have already been sent 3 (or more) notices.
     
     Note: You can select more than one checkbox at a time. To recall patients who are due to receive their first, second, or third notice, select the 0 Previous Notices, 1 Previous Notice, and 2 Previous Notices checkboxes.

6. In the Dates section, select a date range for the report.

7. In the Patient Names section, select the start and stop last names from the drop-down lists to generate the recall list for a specific alphabetical range of patients.

8. In the Providers section, select the provider identification number from the drop-down list to generate the recall list for a specific provider. To generate the recall list for all providers, select 999 from the drop-down list.

9. To include only patients assigned to the doctor specified in this section:Select Search Patient’s Doctor. If you do not select this option, the report includes patients assigned to all providers.

10. To include only patients assigned to a specific hygienist:Select the hygienist from the drop-down list, and select Search Patient’s Hygienist.

9. In the Patient User Codes section, type the user codes for patients you want to include or exclude from the report.

10. By default, user codes C (collections), I (inactive), L (legal case), and N (do not recall) are displayed in the Exclude field.

10. In the Recall Tracking section, select an option:

• To post recall code 103000.92 to the ledger of each patient included in the recall report:Select Post a RECALL SENT code to the patient's ledger.

• To add a Recall Sent contact to the contact list of each patient included in the recall report:Select Add a RECALL SENT contact to the patient's list of contacts.

• To add a Recall Sent clinical note to the chart of each patient included in the recall report:Select Add a RECALL SENT clinical note to the patient's chart.

11. In the Options section, select Use Motivated Recall to print the Motivated Recall messages on the postcards.

12. You must also select Update Notices Sent Count, in the Notices section, when using this option.

For more information, see Using Motivated Recall.

12. Click OK.

13. If you are printing postcards on a laser printer:

    • Select Reports > Print Laser Postcards. The Laser Postcards window is displayed, and the number of postcards to be printed is displayed in the Count column.

    • Select the type of postcard you want to print, and select Print Selected from the Options section of the Express bar or Options menu. A confirmation message is displayed. Click Yes. The Print window is displayed.

    • Verify the selected printer and click OK. A message is displayed, asking if the postcards should be cleared. Verify that the postcards have printed correctly and click Yes.

Related Topics

Editing Recall Postcards

Selecting Printers