Setup & Manage Automated Recalls in D4W

Setup & Manage Automated Recalls in D4W

Listed below are instructions on booking in a Recalls automation conversion, how to temporarily stop recalls from running and then how to resume again and managing processed batches for multi-location practices. 

Book Recall Automation Conversion

Centaur offer a free service to Support & Upgrade customers to convert from Manual to Automated Recalls. This involves a consultation session, discussing the current workings of your manual recalls and developing plans for automated recalls, suggesting improvements along the way. 

InfoTo schedule the consultation with our Recall Automation Conversion Consultant, click here. 

Automation Recalls:  Managing processed batches for Multi-Location

When creating Recall Automation batches, the batch can be created separately for each location.

This applies to Multi-Location databases.

  1. Go to Location Management > Automation tab
  2. Go to Recalls sub-tab
  3. Go to Set/Type tab
  4. Location: Batch for each Location

When the batches are run, a separate batch will be created for each location

The location of the patient is determined by the Patient's Main Provider

Temporarily Stop Automation Recalls from Sending

To stop Automation Recalls from sending reminders, the priority of the sending method of the reminders need to be changed. This is done as the Recall Automation batches still need to run so patients are not overlooked.

The patients are able to be contacted at a later date if required.

  1. Go to Location Management > Automation tab > Recalls sub-tab
  2. Select the required Recall Type
  3. Go to Reminders sub-tab
  4. Change the Template Order for all reminders (except Phone Call) to -
  5. Change the Template Order for Phone Call to 1

  6. Repeat the process for each Recall Type

When the SMS and E-mail messages are ready to be sent again, the priority can be changed back to the original settings (see Resume Sending Automation Recall Reminders section below).

Resume Sending Automation Recall Reminders

To resume sending Automation Recall messages after a stoppage (see Temporarily Stop Automation Recalls from Sending section above), the priority of the sending method of the reminders need to be modified.

Modify Send Methods

  1. Go to Location Management > Automation tab > Recalls sub-tab
  2. Select the required Recall Type
  3. Go to the Reminders sub-tab
  4. Change the Template Order for the required sending methods

  5. Repeat the process for each Recall Type

Send Previous Batches (unsent)

Previous batches can be reprocessed to send the SMS or E-mails (if required). 

  1. Go to Location Management > Automation tab > Batches sub-tab
  2. Select the required batch and click the  icon

    1. Click Reprocess batch


    2. Repeat the process for each Recall Batch required

Set Scale and Clean Items for Automated Recalls

Recalls and Queries look at multiple factors, including when the last time a patient had a Scale and Clean item performed. These items can be updated with Medicare items, for example. 
  1. Go to Location Management > Automation tab > Recalls sub-tab
  2. See the item(s) in Items which execution date is shown in the column

Include Patients Who Have Appointments Booked For Another Recall Set

With Recalls (both Manual and Automation), patients who have appointments within a defined number of days are excluded from the batch. By default, this excludes patients with any kind of appointment.

Patients can be included in the Recall batch if they have an appointment that is NOT a regular Scale and Clean appointment (e.g. Fillings)

Enable Feature

Manual Recalls

  1. Go to Debtors and Marketing > Recalls tab
  2. Place a tick in Include patients who have appointments booked for another Recall Set

Automation Recalls

  1. Go to Location Management > Automation tab
  2. Recalls sub-tab > Set /Type sub-tab
  3. Select the Recall Set
  4. Place a tick in Include patients who have appointments booked for another Recall Set

Assigning the Recall Set to an Appointment

Once the feature is enabled, the Recall Set of appointments need to be set.

  1. Go to Appointment Book
  2. Create an appointment for a patient
  3. Select the Recall Set from the drop list 
                                                                                   
  4. Select None if the appointment is NOT a regular Scale and Clean appointment. The patient will be included in the Recall batch
  5. Select the Recall Set if the appointment IS a regular Scale and Clean appointment
    1. If using Manual Recalls select Manual (or Set 1.)
    2. If using Automation Recalls select Automated Recalls)
  6. The patient will NOT be included in the Recall batch

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