Sending Recalls

Run the recalls report, send recalls to the right patients.

Shelley Withington avatar
Written by Shelley Withington
Updated over a week ago

To recall your patients in Dentally, you need to run the Recalls report and filter the results to just those patients you wish to contact.

A recall is created (and a message sent if you have automation turned on) if the patient has a due date and they don't have an appointment booked that is ticked as an 'Exam' type appointment.

Firstly, and most importantly, you should filter the report to show you the recalls due between the dates you require.

Setting these dates at the top of the report will filter the results to only show patients with a recall due between those dates.

Using the Filters

You can then filter the results down further to show only the patients you want to contact.

Type - Filtering by type will allow you to show only those patients who are due to see the Dentist/Hygienist/Dentist & Hygienist. This allows you to tailor your correspondence to better suit the reason the patient needs to make an appointment.

Practitioner - This will allow you to filter the list down to specific practitioners if required, or choose All Practitioners.

Method - If you want to send a recall to all of your patients whose preferred contact method is SMS, for example, you can use this filter to leave only those people on the list. You are able to send any type of correspondence to the patients, the preference is a guide. For example, if you would prefer to try to send emails to everyone, you can leave this as all and attempt the send, the patients unable to have an email sent will be uncontacted.

Status - To contact the people who have a recall and have not yet booked an appointment, you should set this filter to ‘Unbooked’.

Contacted - You can filter the list to show patients you have not already contacted, or have contacted before. You may wish to find patients you have already contacted once and remain unbooked so you can send them an alternative correspondence. Selecting ‘Contacted’ shows everyone, regardless of whether they have already been recalled or not.

In the example above, we have filtered by patients who have recall dates between 6 January and 6 April, who wish to be contacted by SMS, who are due a Dentist recall, who have not booked a recall appointment, and who have never been contacted about this recall. You can see that there are 118 patients who fit into this criteria.

Select Patients for recall

Now we have the list of patients we want to contact, we can review the list and choose who to send the messages to.

To select patients to contact, tick the check box next to their name. To tick a whole page at a time, tick the box at the very top of the list.

Now that we have some patients ticked, we can choose what to do with them.

Send recall message

To send a correspondence, click on the type you want to send and choose the template you want to send from the drop down list.

You can create a new recall correspondence template to use directly from this screen which takes you to the Templates option in the Settings menu.

In the example above, we have selected 50 patients or one page full, to send SMS message to using the SMS Recall Template called Recall - First Default Template.

To send the SMS recall message to the remaining patients, scroll down to page 2 and repeat the actions, for page 2 and subsequent pages, until all recalls have been sent.

Sending Recall Letters from the Recalls Report

Letters can be sent locally or via Dentally Mail. If Dentally Mail is not enabled, the selected patients letters will be created and sent to the printer of your choice.

If Dentally mail is enabled, all letters go into the queue to be printed via that method.

You set a spending limit when you set up Dentally mail. You can send letters up until you have reached your spending limit. You will be warned if you come close to spending more than you have budgeted. You then have the choice to increase your limit, or not send the outstanding letters. A Level 4 Administrator can increase the spending limit.

Letters printed are shown in the Printed Letters Report.

Skip or Delete Recalls

If, for any reason you wish to have patients skip this round of recalls, you can select their record, select More, and select Skip Recalls.
If you wish to delete their Recall for this round of recalls, you select their record, select More,  and select Delete Recall.
These actions are reflected in the patient's Recalls tab, and in the audit.

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