Sending Recare Notices to Patients > Running Recare Reports

Merging the Recare List Using the Letter Expert

You can merge the list of patients needing recare appointments with specific letter types using the Letter Expert.

To merge the recare list with letters:

1. Select an option:

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

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

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

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

The Report Format window is displayed.

2. Select Letter Expert and click OK. The Recare To Letter Expert Setup window is displayed.

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

4. In the Notices section, select an option:

5. To update the patient record each time the patient is included in the Recare report:To update the patient record each time the patient is included in the Recare report:Select Update Notices Sent Count. Each time a patient is included in the Recare report, the Notices field on the Recare tab of the patient record is updated. This enables you to identify the number of notices sent to a patient.

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

   • Select 0 Previous Notices to send a recare notice to patients due to receive notice 1.

   • Select 1 Previous Notice to send a recare notice to patients due to receive notice 2.

   • Select 2 Previous Notices to send a recare notice to patients due to receive notice 3.

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

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

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

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

8. To include only patients assigned to the doctor specified in this section: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.

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

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

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

9. In the Recare Tracking section, select an option:

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

• To add a Recare Sent contact to the contact list of each patient included in the recare report:To add a Recare Sent contact to the contact list of each patient included in the recare report:Select Add a RECARE SENT contact to the patient's list of contacts.

• To add a Recare Sent clinical note to the chart of each patient included in the recare report:To add a Recare Sent clinical note to the chart of each patient included in the recare report:Select Add a RECARE SENT clinical note to the patient's chart.

10. If you are printing labels, in the Options section, select Print Labels during Merge, and type the number of lines to print on each label in the Lines Per Label field. The default value is 6.

11. Click OK. The Letter Expert Template Selection window is displayed.

12. Select a template from the list and click OK. The Letter Expert Merge window is displayed.

13. Select the set of letters you want to merge from the list and select an option:

14. To merge and print the letters:To merge and print the letters:Click Print. The SoftDent Merge Wizard is displayed. Click Start Merge and follow the on-screen instructions.

15. To batch the letters to merge and print later:To batch the letters to merge and print later:Click Save. The SoftDent Merge Wizard is displayed. Click Start Merge and follow the on-screen instructions.