Recalls in EXACT are used to recall patients back for their routine/regular dental and/or hygiene appointments (such as annual check-ups).

For this to take effect, each provider must be configured for each type in the recall configuration setup.

• Enabling recalls for a provider
• Managing your recall configuration
• Updating/adding new default services
• Recall Overrides

Enabling recalls for a provider

1. Go to File - Provider - View Providers.
2. Select a provider via the arrows or the selection button at the top of the window.
3. Select the Appointments tab.
   • Recall settings are configured on the right, select Dentist or Hygienest to display the correct type of recall settings required
   • You will be prompted to enable recall prompts when a new recall prompt is setup. Once configured this setting can be view under the heading Show Recall Prompt

Managing your recall configuration

In addition to prompts for recalls, your recall services and communications will need to be configured.

1. Go to Administration - Manage Recalls.
2. Click the configuration Spanner in the lower right of this window.
3. Your Recall Parameters settings will open, here you will see the two recall types (Dentist and Hygienist) with a list of providers who are assigned to these recall types.
4. Double-click the row for either recall type to update the providers and default recall settings.
5. You will now be presented with the Edit Recall Type configuration.
   • The description used on recall letters will be taken from Show on Recall letter as
   • The default recall service is set by Default Booking Service along with Default Length and Default Interval
   • Overrides can be configured for situations where these settings are not appropriate, such as for Age groups, Payors and Providers. The Recall Overrides section in this article explores this setting in further detail
   • You can see the Providers Assigned to this Recall Type in the Providers window, using the insert, remove or edit buttons beside the window
   • The Advancing Recall Date can be set as At every appointment, If the recall date is overdue or is in the next 30 days, alternatively you can configure it to advance If one of a number of services was completed
     • The window below this setting displays all services this setting will check-for with insert and remove options to the side of the window
   • Another setting for Advanced Settings is available at the bottom of the window
     • This gives you the option to Mark a recall as booked if the appointment is up to X number of days before the recall date
     • and Do not recall patients who match, with this setting you can select or create a Patient List for the setting to check patients against
6. Once you have set everything as you require, click OK.

Updating/adding new default services

If you are using a new default service for routine treatments, such as a new exam you will need to update your recall settings.

1. Go to Administration - Manage Recalls.
2. Click the configuration Spanner in the lower right of this window.
3. Your Recall Parameters settings will open, here you will see the two recall types (Dentist and Hygienist) with a list of providers who are assigned to these recall types.
4. Double-click the row for either recall type to update the providers and default recall settings.
   • To update your Default Booking Service, click into the box then either type the code or click the selection button to search through your services, highlighted the new service then click OK to set this as your default service
   • Click Overrides to check through any/all overrides you may have in place. Highlight each row then select e|d to check the service and change as required. Save once all overrides have been set
   • If you are using services to Advance Recall Dates you will need to add any new services into this window, click the insert button to search for the new services, click OK to add the service and repeat this for all new services you wish to advance recall for this provider type (dental or hygiene)
   • Click on OK once set then repeat this for the second Provider type, if required

Recall Overrides

When Configuring your recalls, you can configure overrides for Age groups, Payors and Providers.

1. Go to Administration - Manage Recalls.
2. Click the configuration Spanner in the lower right of this window.
3. Your Recall Parameters settings will open, here you will see the two recall types (Dentist and Hygienist) with a list of providers who are assigned to these recall types.
4. Double-click the row for either recall type to update the providers and default recall settings.
5. You will now be presented with the Edit Recall Type configuration.
6. Select Overrides.
   • Here you have the option to create a new override using +1, edit an existing override using e|d, the bin button will delete an override with the up/down arrows being used for priority, overrides work in priority from top to bottom
   • You will also see the Default values displayed along the bottom of the window for reference
7. Click +1 to create a new override.
   • Age is set via the drop-down menu with the options All, Equal to, Over, Under. Once any option other the All is chosen the age field will be unlocked for you to set an age
   • If setting by Payor, click into the drop-down menu to view your available options (you can only select one, if you require the same override for multiple payors you will need to configure these as individual overrides)
   • If setting by Provider, select a Provider from the drop-down menu (you can only select one, if you require the same override for multiple payors you will need to configure these as individual overrides)
   • Set the default service for this group of patients using the Service field, click into the field then use the selection button to set the service
   • Set the default booking length using the Length field (you can type into the box or use the arrows to increase/decrease length)
   • The default interval is set using the Interval field (you can type into the box or use the arrows to increase/decrease length)
   • Click OK once you have set your desired options