Recall Batches in D4Web

Recall Batches in D4Web

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Create batches of recalls, from simple standard recall reminders to lapsed patient and any other types of recalls you may have created in the Setup process

Where to find the Recalls page

Click the navigation menu >  Debtors and Marketing > Recalls page

Create a Simple Recall Batch

With a Simple Recall, a batch is created and the patient can be sent a Letter/ SMS / E-mail. Recalls dates here do NOT get updated until the patient attends for their recall treatment. Lapsed batches can be created at a further time to follow up with those patients.
  1. Enter a Batch Name. Every batch must have a name. Examples would be the month and year (e.g. Standard Oct 2025)
  2. Enter the date range of patients to capture (e.g. 01/10/2025 to 31/10/2025 - this would capture the month of October 2025).
  3. Select the Recall Set (e.g. Set 1) and Type (e.g. Standard)
    1. Patients who have not been seen in a number of months can be excluded (e.g. 36 months)
    2. Patients who have appointments within a number of days can be excluded (e.g. 60 days)
    3. Place a tick in Exclude those with BAD DEBT if patients with a bad debt are to be excluded
    4. Place a tick in Include Patients who have appointments booked for another Recall set - In some cases a patient may have multiple Recall Types (e.g. Standard & Perio) In these cases the patient will be included in multiple sets and also appointments. Tick to ensure they are included in this batch if they have an appointment scheduled for another set.
    5. Select Patient Categories to be excluded. Recommended Categories are Inactive, Inactive Deceased and Inactive Transferred
  4. Click RETRIEVE
  5. A list of patients matching the criteria is displayed
  6. Highlight:
    1. Select All rows  radio button for all patients in the list to be highlighted or
    2. Select Manual Select rows to manually highlight rows
  7. Sort: Select radio button on sort preference
  8. Batch Options: Remove the tick from Update Recall Dates and Update Type
  9. Click CREATE BATCH

  10. Highlight:
    1. Select All rows radio button for all patients in the list to be included or
    2. Select Manual Select rows to manually select rows 
  11. Print/Send: Select radio button on communication preference
    InfoEnsure templates have been setup for letters / E-mails & SMS
  12. Click SMS / EMAIL or PRINT 

Send EMAIL 

If EMAIL is selected, a list appears if any patients cannot be sent an e-mail
  1. Click CONTINUE

  2. Click NEXT and PREVIOUS to scroll through the patients
  3. Click SEND to send the e-mails

Send SMS

If SMS is selected, a list appears. Before attempting to send, view the Legend flags in the "R" column. Only those with a green flag are ready to send.
  1. Legend Descriptions can be viewed by clicking SHOW LEGEND
Before sending SMS
  1. Each row also has an Edit option. You are able to edit an individual SMS message if required

To send the SMS that are ready to go: 
  1. Click SELECT READY
  2. Click SEND

Send LETTER

If PRINT is selected, a letter preview appears.
  1. Click NEXT and PREVIOUS to scroll through the patients
  2. Click PRINT CURRENT to print only the current letter
  3. Click PRINT ALL to print all the highlighted recalls

Create a Lapsed Recall Batch

A batch created of patients appearing in a previous batch who are yet to schedule an appointment. Only where Simple recall batch was created
  1. Select a batch that was already created in the past (eg 3 months prior)
  2. Select Lapsed patients radio button
  3. Enter the number of days since the batch was created (eg 90 days for a batch created 3 months ago)

  4. Patients who have NOT made an appointment or returned to the practice will be highlighted

    1. Click OK

  5. Tick Update Type box
  6. Click CREATE BATCH
  7. Follow the same steps for Send EMAIL, SMS, Letter as above
    InfoEnsure Letter, E-mail & SMS Templates have been created for Lapsed Recall Type 

Create a Continuous Recall Batch

With a Continuous Recalls, a batch is created and the recall date is automatically updated at the time of the recall batch creation.
This means there is no Lapsed recall as above, however the patient who does not attend will continue to receive periodic standard recall reminders until you exclude them. 
  1. Enter a Batch Name. Every batch must have a name. Examples would be the month and year (e.g. Standard Oct 2025)
  2. Enter the date range of patients to capture (e.g. 01/10/2025 to 31/10/2025 - this would capture the month of October 2025).
  3. Select the Recall Set (e.g. Set 1) and Type (e.g. Standard)
    1. Patients who have not been seen in a number of months can be excluded (e.g. 36 months)
    2. Patients who have appointments within a number of days can be excluded (e.g. 60 days)
    3. Place a tick in Exclude those with BAD DEBT if patients with a bad debt are to be excluded
    4. Place a tick in Include Patients who have appointments booked for another Recall set if a patient has an appointment that is NOT a hygiene appointment (e.g. an extraction or filling) and a Recall message is sent to the patient
    5. Select Patient Categories to be excluded. Recommended Categories are Inactive, Inactive Deceased and Inactive Transferred
  4. Click RETRIEVE
  5. A list of patients matching the criteria is displayed
  6. Highlight:
    1. Select All rows  radio button for all patients in the list to be highlighted or
    2. Select Manual Select rows to manually highlight rows
  7. Sort: Select radio button on sort preference
  8. Batch Options: Tick Update Recall Dates (this will move the recall date automatically)
  9. Click CREATE BATCH
    1. Click YES to confirm updating the Recall Dates
  10. Follow the same steps for Send EMAIL, SMS, Letter as above