Set Manual Recall Templates

1. Go to Debtors and Marketing > Mail Merge tab 
2. Mail Merge Category: Recalls
3. Select the relevant Recall Type to assign/set up a template for
   
   
4. Letter Template: Click the Edit icon to design the e-mail and/or letter template
1. Design the template as required for this query (see below sections for further instructions)
5. SMS Template: Click the Edit icon to design the SMS template
1. Use the Insert menu to add Input Fields
2. Click Template menu > Click Update
3. Click Template menu > Click Exit
   
   
4. See Input Fields Guide below for assistance with setting up the input fields for the templates

If available, eAppointments link can be added to Recall template for patients to book their recall appointment online

Input Fields Guide

In Manual Recalls, SMS, E-mail and letter template input fields insert data depending on whether the SMS, E-mail or letter is sent for one/multiple patients within a family due for a Recall.

Setup Recall Recipient

The input fields rely on the recipient of the patient’s recall reminder.

1. Go to Patients Records > Patient tab > Address sub-tab
2. Send Recalls to > Select the recipient of the patient’s recall reminder

By default, this is set to the head of the family, who is usually responsible for patient communication. Change the recipient of the recall reminder if the patient’s reminder should not be sent to the head of the family. e.g. wife should not have reminder sent to husband.

Single Recall Reminders

1. Patient is the recipient of their own recall reminder
1. Firstname: Recipient name
2. Recall Names: you
3. Example: Hi James, the next dentist appointment for you is due. Please call Your Dental Practice on 02 9213 5000 to schedule an appointment.
2. Patient is a family member of the recipient
1. Firstname: Recipient name
2. Recall Names: Patient's name
3. Example: Hi James, the next dentist appointment for Noah is due. Please call Your Dental Practice on 02 9213 5000 to schedule an appointment

Multiple Recall Reminders

When multiple family members are due for a recall within the same recall period, one SMS will be sent out if the family members have the same recipient for their recall reminders. For example, the parent is the head of the family and receives recall reminders for them and their children.

1. The below data will be inserted into the input fields. 
1. Firstname: Recipient name
2. Recall Names: you, Joel and Keegan
3. Example: Hi James, the next dentist appointment for you, Noah, Keegan is due. Please call Your Dental Practice on 02 9213 5000 to schedule an appointment

For help setting up SMS, E-mail/letters templates - see Set Manual Recall Templates section above

Setup Manual Recalls

Multi location databases that have location specific recall item codes can use Wildcards to only enter 1 item code into Recall Trigger Items instead of 3 item codes for 3 different locations. For example 011* would be entered once instead of 011A, 011B, 011C each entered for the 3 locations. 

Items which execution date is shown in the column

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 Debtors and Marketing > Mail Merge Setup tab
2. Mail Merge Category: Recalls
3. Select the Recall Type
4. Set the item(s) in Items which execution date is shown in the column (e.g. ADA and CDBS items)
   
   
5. After the recall batch has been run, the date in the Last Exam SC column is calculated by these item numbers
   
   

Recall Period

The Recall Period determines the number of months the Recall date is advanced when an invoice is created or recall dates are updated when creating a Recall batch. 

1. Go to Debtors and Marketing > Mail Merge Setup tab
2. Mail Merge Category: Recalls
3. Select the Recall Type
4. Set the number of months in Recall Period (e.g. 6 months for Standard Recalls)
   
   

Default Recall Type

The Default Recall Type is automatically assigned to any new patients. 

1. Go to Debtors and Marketing > Mail Merge Setup tab
2. Mail Merge Category: Recalls
3. Place a tick within Default Recall Type
   
   

Template Order

The Template order determines the Recall Type used when recall types are updated when creating a Recall batch. 

1. Go to Debtors and Marketing > Mail Merge Setup tab
2. Mail Merge Category: Recalls
3. Select the Recall Type
4. Place a number within Template Order. This will be displayed next to the Recall Type
   
   

SMS Template

The SMS Template is designed to be sent to all patients within the Recall batch, if recall reminder is sent by SMS.

1. Go to Debtors and Marketing > Mail Merge Setup tab
2. Mail Merge Category: Recalls
3. Select the Recall Type
4. Click  to modify the SMS template
   
   
5. See Input Fields Guide section above for assistance with setting up input fields
   
   

Letters Template

The Letters Template is designed to be sent to all patients within the Recall batch, if recall reminder is sent by letter.

1. Go to Debtors and Marketing > Mail Merge Setup tab
2. Mail Merge Category: Recalls 
3. Select the Recall Type
4. Click  to modify the Letters template
   
   
5. See Input Fields Guide above for assistance with setting up input fields
1. Insert Menu> Select Input field (e.g. Recall Names)
   
   

Recall Trigger Items

Recalls looks at trigger items, which determines when the recall date is updated after treatment is performed.

1. Go to Debtors and Marketing > Mail Merge Setup tab
2. Mail Merge Category: Recalls
3. Select the Recall Type
4. Set the item(s) in Recall Trigger Items (e.g. ADA and CDBS items)
   
   
1. Tick All Items for all treatment items to be trigger items
   
2. Tick Use Wildcards, enter Wildcard item number/s into Recall Trigger Items e.g. 011*
5. When one of the trigger items is performed in Treatment, a prompt will appear to update the patient's recall date
   
   
6. This can be set to Automatically update the recall date
   

See Method of Updating Recall Date at the end of Creating Invoice section

Setup CDBS Items to Trigger Recall

If currently triggering a recall update by specific items, its possible to add CDBS items to the trigger. 

Manual Recalls

1. Go to Debtors & Marketing > Mail Merge Setup tab
2. Select the recall reminder
1. Items which execution date is shown in the column: Add the relevant CDBS items to show the last exam scale and clean for CDBS patients on the Recalls tab
2. Recall Trigger Items: Add the CDBS items to trigger a recall update. Keep the existing ADA items
   
   
3. Repeat the steps for all other Recall Reminders

Automated Recalls

Do not change any other Recall Automation settings without consulting with support@centaursoftware.com.au

1. Go to Location Management > Automation tab > Recalls sub-tab
2. Select the recall reminder
1. Items which execution date is shown in the column: Add the relevant CDBS items to show the last exam scale and clean for CDBS patients on the Recalls tab
2. Recall Trigger Items: Add the CDBS items to trigger a recall update. Keep the existing ADA items
   
   

Design a HTML E-mail Template in MSWord

Depending on the version of MSWord being used, the instructions may differ to the below. These instructions only apply to those linking MSWord with D4W/PSS. 

1. Open the e-mail template from the relevant section of D4W/PSS
2. Add-Ins menu > Insert D4W/PSS > Input Field
   
   
1. Tick Letterhead Information
   
2. Select the letterhead details to be added > Click OK    
   
   
   
3. Insert menu > Table > Select one column with as many rows (sections) as needed
   
   
4. Design the e-mail template within the table rows, see example below
1. Use Input Fields found in the Add Ins menu to automatically input details from patient files
2. Colours, images and split cells can be added to rows to help design the template (right click in cell for options, and see the Table Design menu
   
   

Design a HTML E-mail Template in RTF Editor

When using RTE (Rich Text Editor) within D4W, the following considerations must be taken into account:

1. One image can be inserted into the HTML template
2. Background colours are not available
3. Input fields will not function within a textbox
4. Automation needs to be turned on if applicable

1. Open the e-mail template from the relevant section of D4W
2. Insert menu > Insert Table
   
   
1. A table is inserted
   
   
3. Merge the cells of each row in the table into one field
1. Highlight the cells
   
2. Format menu > Table > Merge cells
   
   
4. Place an image into the top half of the table (eg practice logo, optional)
1. Insert menu > Picture
   
2. Select the picture from the browse menu and click OK
   
   
3. Use formatting options to move the picture into the preferred position
   
5. Use the second row of the table to input written text
1. Select input fields from the Insert menu
   
   
6. Hyperlinks can be inserted into the e-mail
1. Insert menu > Hyperlink
   
   
2. Enter the Link Text. This is what the patients will see, eg Make an appointment online
   
3. Enter the Link Address. This is the address the patient will be directed to, e.g. www.centaurportal.com/d4w/org-100
   
   
4. Click OK
   
7. Insert a new row below for footer information about the dental practice
1. Format menu > Table > Insert > Row below
   
   
   
8. Close and save the HTML template