A recall is a reminder for follow-up visits that helps dentists and patients maintain a healthy and ongoing maintenance routine. Once a recall code is created, the system will automatically prompt users to create a recall reminder for follow-up treatment. This feature reduces missed opportunities when patients forget to schedule their follow-up services.
Check out 'Utilize the Recalls List to Fill Appointment Slots' article to learn more about the recalls list and how to book appointment slots using the 'recalls' list.
Topics Covered
- Create a New Recall Type
- Add a Recall to a Patient
- Manage Recalls for a Patient
- Manage all Recall Types within a Practice Settings
- Access Points & Alerts For Recalls
Watch this video for a quick walkthrough.
To create a new recall type, perform the following steps.
- Navigate to the System Menu > select Practice Settings > Codes > Recalls.
- Click + Add New Recall.
Recalls have two different options for set-up:
A. When setting a Recall with Procedure Code as the recall type, the recall is triggered when the corresponding Procedure code is Completed.
B. When setting a Recall with Production Type as the recall type, the recall is triggered when an appointment in the corresponding Production Type is Completed.
Create a Procedure Code Recall
Perform the below steps.
- Enter the required details. Check below for a description of the items.
- Recall Type: Select the type of recall i.e., Procedure Code or Production Type that needs to be linked to the newly added recall.
- Name: Choose the name of the procedure that should trigger the recall cycle.
- Procedures: Select the Procedure that should trigger the recall cycle.
- Recall Code: Select the recall code it should be tagged to.
-
Duration: Type in the duration and choose the recall interval as days/weeks/months/years this code should default to for the patients when scheduling their follow-up treatment (i.e., from the last date of patients receiving this treatment).
- +1 Day: Select this plus one-day option if an extra day needs to be added to the due date.
- Codes to be added to Appointment: Add any additional codes that you want to add to the appointment.
- Click Save.
Note: In certain cases, the customer will configure it for a particular type of recall alone. To switch to a different type of recall, please get in touch with support@carestack.com . |
- The created recall type will be reflected on the Recalls grid.
- The recall types can now be accessed and applied to appointments from Patient Overview > Appointments > Recalls.
Create a Production Type Recall
Perform the below steps:
- When you select the Production Type, the successive fields (Procedures and Recall Code) get replaced by:
- Production Type*: Select the Production Type(s) that should trigger the recall cycle for this code.
- Recall Production Type: Select the Production Type(s) for the recall appointment. If not specified, the original production type(s) will be used.
- Click Save after entering the required details.
| Note: Production Type informs the system of the focus of the appointment or treatment provided. This is useful for administrative team members to know which operatories and which times of the day to schedule patients with this particular recall. This also guides other team members on how to prepare for their patients, and it is also helpful when pulling financial and operational reports. |
Watch this video for a complete understanding.
- Select the patient using the Global Search Bar.
- Hover over Appointments > select Recalls.
OR
- Select the patient using the Global Search Bar > click the +Recall quick link.
- In the Add Recalls slide-out, select the Recall Type, Recall Name, Recall Code, and From date.
- You can also link a Provider to a Recall.
- You can set the custom Duration of the recall to suit the patient's needs.
- Click Add Recall.
Watch this video for a comprehensive walkthrough.
When you add a recall, it gets displayed in the Manage Recalls section.
- Select the patient using the Global Search Bar.
- Hover over Appointments > select Recalls.
There are three types of statuses for the listed recalls.
- Scheduled: This status is displayed when the recall has an appointment.
- Unscheduled: This status is displayed when the recall does not have an appointment.
- Overdue: This status signifies that the date has surpassed for the recall.
Tip: Users can click a Recall’s Due Date to navigate directly to the corresponding date in the Scheduler, where the recall is automatically linked to the appointment slide-out. |
To schedule an appointment for the unscheduled or overdue recall, perform the steps below:
- Click Schedule near the overdue or unscheduled recall.
On the Schedule Recall pop-up:
- If the patient already has one or more future appointments, you can directly link the recall to one of those appointments by clicking Link.
OR,
- Schedule a suitable slot for the recall using either of the following two options.
- You have the option to book the earliest available slot via the Schedule this Slot button.
- If you click Find Other Slots, you can manually choose your provider, your day, and your time to better fit your patient's appointment needs.
- As you click Find Other Slots, you have the option to filter through your scheduler filters and choose suitable appointment days and times.
- You can view the slots that are available on the scheduler, or you can just book the appointment.
- If you select View in Scheduler, you will be directed to that day and time, and the slot that is available will be highlighted for you to set a recall for your patient.
- To book an appointment right away, select the Click to Book Appt. (Click to Book Appointment) option.
- After clicking Click to Book Appt, verify the appointment information in the Appointment slide-out.
- When you book a recall using Find Slot, the following impact takes place:
- Production Type Recalls: The corresponding production type will be linked to the appointment.
Procedure Code Recalls: The system will add the relevant procedure codes to the appointment. For codes that require tooth selection, the system automatically opens up the Tooth Selection slide-out immediately after opening up the Appointment slide-out.
- Click Book Appointment.
Note: Ensure that you add the recall treatment code to the appointment so that the system can recognize that the patient has a specific appointment for that treatment. |
Watch this video for a quick walkthrough.
To edit Recall Settings, perform the steps given below.
- Navigate to the System Menu > select Practice Settings > Codes > Recalls.
- Click Settings.
- Click Edit.
- You can enable or disable the 'schedule workflow' on code completion and/or appointment checkout as needed.
- Click Save.
To View the recall details:
- You can see all recalls on the Recalls grid, where you can utilize the filters to find your intended recall.
- Click the View on the corresponding recall entry to see the recall details. You can see the details of the recall such as its Name, Procedures, Duration, etc.
To Edit an existing recall:
- Click Edit on the corresponding recall entry.
- Make the required changes > click Save.
To Delete an existing recall
- Select the recall you want to delete.
- Click Delete on the top right of the Recall screen.
A Confirm Delete pop-up will appear indicating the number of patients linked to the recall and highlighting the impacts of proceeding.
- You can also find actions such as Retain Existing Recalls and Remove all Recalls.
- Click Delete.
Watch this video for a quick walkthrough.
Let's check out all the areas associated with recalls. Utilize this section as a quick overview of how to navigate and view different areas of recalls.
1. Add and Manage Recall Codes.
- Navigate to the System Menu > select Practice Settings > Codes > Recalls.
2. Add and View Recalls of a single patient
- Select the patient using the Global Search Bar.
- Hover over Appointments > select Recalls.
Or,
- Select the patient using the Global Search Bar > click the +Recall quick link.
3. View Recalls List of all patients.
- Navigate to Lists from the Dashboard > select Recalls.
4. Pending Recall Alerts.
- Navigate to Chart or Treatment Planner to see alerts for any pending recalls. You can find the number of pending recalls displayed at the top.
- Click the drop-down menu to see whether they are Unscheduled or Overdue. Click Book to book an appointment slot for the recall.
Practices can use this effective guide to learn how to add and manage Recalls and configure their settings in CareStack.