Recalls are designed to run via automation and once setup will run in the background without any user input required. However its important to monitor your recall effectiveness to ensure there are not patients being missed and highlight a potential need to improve your recall process.
To monitor recall effectiveness go to Administration->Manage Recalls
This will display the Manage Recalls screen showing your recall overview. It is live, real time display, so if you change a recall date, the list updates immediately.
The main screen displays statistics per month
The main screen displays figures and a colour graphical display per month:
The display includes Success percentages:
How these column figures are calculated:
Patients: If a patient has more than one recall, the recall is counted as one
Total Recalls: Total - Inactive - Do Not Recall
Total Success: Booked + Completed
Total Success %: Total Success / Total Recalls
Dentist: Dentist Total - Dentist Inactive - Dentist Do Not Recall
Dentist Success: Dentist Booked + Dentist Completed
Dentist Success %: Dentist Success / Dentist
Hygienist: Hygienist Total - Hygienist Inactive - Hygienist Do Not Recall
Hygienist Success: Hygienist Booked + Hygienist Completed
Hygienist Success %: Hygienist Success / Hygienist
The Effectiveness graphic display has a colour code, and you can mouseover (hover your mouse cursor over) any line to see a detailed tooltip breakdown of recall types.
The data in the graphical display is Live, so as you change recall dates in EXACT, it updates instantly, providing a visual snapshot of your recall effectiveness at any moment:
Because recalls are a critical element to the success of most dental practices, this display can be used as an instant snapshot of business health. Over time you can use it as a dynamic barometer to gauge the effectiveness of your recall policies.
For example, the predominance of red in a screen would be worrying.
Roll over any graph area for tooltip Effectiveness statistics display:
Dark green (Booked): Patients with recalls whose appointments have been booked.
Light green (Future): Patients with a recall date in the future who do not have appointments.
Light blue (Completed): Patients who have completed their recall. Appointment has been booked and treatment charged.
Dark blue (Moved On): Patients with appointments that have been postponed and the Recall date moved forward. Moved On will only show if the recall date was advanced after the recall date (they were a failure when the recall date was advanced).
Grey (Inactive): Patients who are have been marked as Inactive on the patients details screen. They are permanently lost to the Practice.
Dark red (Do not recall): Patient who have had their recall marked as Do not recall on the patients recall tab.
Red (Failures): Patients who failed to be recalled, with no further planned recalls or appointment bookings
The red failure status is the area you should focus on, why didn't they book their recall?
You can double click each month to delve deeper and see information about those patients and what contacts they received.
The Month View displays the details of its recall patients.
The Recall Month Overview will show you each patient, their recall date(s) and status(es). What contacts they have already have and what contact methods are available for that patient.
We suggest focusing on patients that have not received a contact or missed contacts and looked at sending this manually and consider changing the recall procedure top capture. You may even want to consider phoning the patient if the email/sms/letter methods have been unsuccessful.
You can use the Filter option to display the desired patients based on:
Group by Family - Only shows the head of the family household and not each individual family members
Who are Family Members - Only shows patients who belong to a family under Patient Details.
You could for example use these filter to show patients who have been missed by the automation not received a contact or focus on a particular providers patients.
Sending Recall communications manually is covered in article - Manually Sending Recalls to Patients
Changing Recall configuration is covered in article - Enabling/Updating Recall Automation