Create a Simple Recall Batch

Please contact Centaur if you want to change your current recall system process. This will ensure the transition is seamless and no patients will be missed. 

1. Go to Debtors and Marketing > Recalls tab
   
2. Enter a Batch Name. Every batch must have a name. Examples would be the month and year (e.g. October 2025)
   
3. 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).
   
4. Select the Recall Set and Type
   
5. Patients who have not been seen in a number of months can be excluded (e.g. 36 months)
   
6. Patients who have appointments within a number of days can be excluded (e.g. 60 days)
   
7. Place a tick in Exclude those with BAD DEBT if patients with a bad debt are to be excluded
   
8. 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
   
9. Select Patient Categories to be excluded. Recommended Categories are Inactive, Inactive Deceased and Inactive Transferred
   
10. Click Retrieve
    
    
11. A list of patients matching the criteria is displayed
    
12. Click All rows for all patients in the list to be highlighted
    
1. Or click Manual Select rows to manually highlight rows
   
2. Hold Shift key on keyboard and click patients to highlight 
   
13. Remove the tick from Update Recall Dates and Update Type
    
14. Click Create Batch
    
    
15. The SMS/e-mails can now be sent.
    

The patients will not receive any further Recall reminders until 6 months after their next Scale & Clean treatment. If a patient doesn't book in for their recall and the recall due date is not reset at that visit, they wont be captured by future batches. 

Create a Continuous Recall Batch

Please contact Centaur if you want to change your current recall system process. This will ensure the transition is seamless and no patients will be missed.

1. Go to Debtors and Marketing > Recalls tab
   
2. Enter a Batch Name. Every batch must have a name. Examples would be the month and year (e.g. October 2025)
   
3. 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)
   
4. Select the Recall Set and Type
   
5. Patients who have not been seen in a number of months can be excluded (e.g. 36 months)
   
6. Patients who have appointments within a number of days can be excluded (e.g. 60 days)
   
7. Place a tick in Exclude Patients with Bad Debts if patients with a bad debt are to be excluded
   
8. 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 to be sent to the patient
   
9. Select Patient Categories to be excluded. Recommended Categories are Inactive, Inactive Deceased and Inactive Transferred
   
10. Click Retrieve
    
    
11. A list of patients matching the criteria is displayed
    
12. Click All rows for all patients in the list to be highlighted
    
1. Or click Manual Select rows to manually highlight rows
   
2. Hold Shift key on keyboard and click on patients to highlight
   
13. Place a tick in Update Recall Dates
    
14. Click Create Batch
    
    
15. Click Yes to confirm updating the Recall Dates
    
    
16. The SMS/e-mails can now be sent
    

The patients will receive the same SMS/e-mail after the number of months in the Period column.

Create a Continuous Recall Batch with Multiple Recall Types

With a Continuous Recall with multiple Recall Types, a batch is created and the patient is sent an SMS/e-mail. Once the SMS/e-mail has been sent, a different SMS/e-mail is sent 6 months later if the patient has not made an appointment.

Please contact Centaur if you want to change your current recall system process. This will ensure the transition is seamless and no patients will be missed. 

1. Go to Debtors and Marketing > Recalls tab
   
2. Enter a Batch Name. Every batch must have a name. Examples would be the month and year (e.g. October 2024)
   
3. Enter the date range of patients to capture (e.g. 01/10/2024 to 31/10/2024 - this would capture the month of October 2024)
   
4. Select the Recall Set and Type
   
5. Patients who have not been seen in a number of months can be excluded (e.g. 36 months)
   
6. Patients who have appointments within a number of days can be excluded (e.g. 60 days)
   
7. Place a tick in Exclude Patients with Bad Debts if patients with an invoice marked as bad debt are to be excluded
   
8. 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 to be sent to the patient
   
9. Select Patient Categories to be excluded. Recommended Categories are Inactive, Inactive Deceased and Inactive Transferred
   
10. Click Retrieve
    
    
11. A list of patients matching the criteria is displayed
    
12. Click All rows for all patients in the list to be highlighted
    
1. Or click Manual Select rows to manually highlight rows
   
2. Hold Shift key on keyboard and click on patients to highlight
   
13. Place a tick in Update Recall Dates
    
14. Place a tick in Update Type - if a different message (according to templates setup in Mail Merge) is to be sent out next time e.g. in 6 months time
    
1. Untick Update Type - if the same message is to be sent out next time e.g. in 6 months time
   
15. Click Create Batch
    
    
16. Click Yes to confirm updating the Recall Dates
    
    
17. Click Yes to confirm updating the Recall Type (if a different message (according to templates setup in Mail Merge) is to be sent out next time)
           
1. Click No if the same message is to be sent out next time                              
   
18. The SMS/e-mails can now be sent.
    

The patients will receive the next SMS/e-mail message setup in Mail Merge after the number of months in the Period column.

Include Patients Booked for Another Recall Set

When running Recalls, patients can be excluded if they have an appointment within a defined number of days from the batch run date.

By default, this excludes patients who have any appointment within the set timeframe.

If the appointment is not for a regular cleaning (e.g. the appointment is for fillings or an extraction) the patient can still receive an SMS reminding them to make an appointment for their routine cleaning.

This applies for both Automation Recalls and Manual Recalls.

Automation Recalls

1. Go to Location Management > Automation tab
2. Select the Recalls sub-tab
3. Select the Recall Set (e.g. Automation Recalls)
4. Place a tick in Include Patients who have appointments booked for another Recall set
   
   

Manual Recalls

1. Go to Debtors & Marketing > Recalls tab
2. Enter the required capture details
3. Place a tick in Include Patients who have appointments booked for another Recall set
   
   

Appointment Book

For this feature to work correctly, the correct Recall Set must be selected when creating an appointment.

1. Go to Appointment Book
2. Make an appointment for a patient
3. Select the Recall set from the Recalls drop list
1. If using Automation Recalls, select Automation Recalls. This will indicate the appointment is for a regular clean, and therefore a Recall message should not be sent to the patient
   
   
2. If using Manual Recalls, select Manual Recalls. This will indicate the appointment is for a regular clean, and therefore a Recall message should not be sent to the patient
   
   
3. Select None if the appointment is for other treatment (e.g. fillings). This will indicate the appointment is NOT for a regular clean, and therefore a Recall message will be sent to the patient
   
   

Create a Lapsed Recall Batch

A Lapsed Recall Batch> The list of patients who appeared in an earlier batch however have not yet scheduled an appointment.

Please contact Centaur if you want to change your current recall system process. This will ensure the transition is seamless and no patients will be missed. 

1. Go to Debtors and Marketing > Recalls tab
   
2. Select a batch that was created in the past (e.g. 3 months prior)
   
   
3. Enter the number of days since the batch was created (e.g.: 90 days for a batch created 3 months ago
   
1. The default period is setup via General Settings, see Recalls: Patients considered lapsed, how many days in the past section for instructions
   
   
4. Click Lapsed Patients
   
   
5. Patients who have NOT made an appointment or returned to the practice will be highlighted in blue
   
   
6. Click OK
   
7. Click Update Type then Create Batch   
                                                                                                
   
8. Click Yes to confirm updating the Recall Type     
                                                   
   
9. The batch is now created and the next Recall Type of the patient is selected
   
   
10. The SMS/e-mails (see below sections for instructions) can now be sent
    

Send Manual Recalls by SMS

The SMS template must be designed before SMS can be sent, see Set Manual Recall Templates section for more information. 

1. Go to Debtors and Marketing > Recalls tab
   
2. Select the Batch from the drop list (e.g. October 2021)
   
3. Select Recall Letters and click SMS
   
   
4. Click Select Ready to highlight all patients with a green flag
   
   
5. Click  to modify the SMS message if required (this is per patient)
   
   
6. Click Send to send the SMS
   
   
7. A message appears with the number of SMS successfully sent 
   
   

Send Manual Recalls by E-mail

The e-mail template must be designed before e-mails can be sent, see Set Manual Recall Templates section for more information. 

1. Go to Debtors and Marketing > Recalls tab
   
2. Select the batch name from the Batch drop list
   
3. Select Recall Letters and click E-mail
   
   
4. A list appears of patients who cannot be sent an E-mail. Click Continue     
                                  
   
1. Click Next and Previous to scroll through the patients and click Send to send the E-mails