Recalling Patients

C

HAPTER

5

Recalling Patients

For more information on creating, modifying, and deleting recall schedules, see the

“ OSSU 210

Recalls ” iTrain training and demonstration and the OSSU 210,

“ Recall ,” training course.

In this chapter:

Creating New Recall Schedules, 121

Modifying Recall Schedules, 123

Deleting Recall Schedules, 123

Assigning Recall Dates to Patients, 124

Creating Recall Letters, 125

Printing Recall Correspondences, 128

Recall schedules describe when a patient will be selected for a recall and, if they do not respond, how often and when to make other recall attempts.

Creating New

Recall

Schedules

1

On the OfficeMate main window, click Setup, and select Customization.

The Customization window opens.

2

Click the Recall tab.

3

Click New Recall.

4

Type the name of the new recall schedule in the Recall Type text box.

5

Type the number of months until the patient will be recalled in the Months to

Next Recall text box.

6

Type the number of weeks or months between the patient’s recall date and the notice that you are creating in the Renewal Notice Mailing Schedule # column.

7

Select Month(s) or Week(s) from the Period column drop-down menu.

8

Select After or Before from the When column drop-down menu.

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Creating New Recall Schedules

Chapter 5 Recalling Patients

9

Select the type of recall letter or postcard to print from the Print

Letters/Postcard column drop-down menu.

Note

If there is no appropriate letter or postcard to select from the Print

Letters/Postcard column drop-down menu, click Compose

Letter to open CARE or the Maintain Documents window and compose a letter.

10

Repeat steps 3–9 to create additional new recall schedules.

OR

Click OK to close the Customization window.

Note

To insert a new blank line above a completed line, select the completed line that you want to insert a new blank line above and click Insert Line.

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Chapter 5 Recalling Patients

Modifying

Recall

Schedules

Modifying Recall Schedules

1

On the OfficeMate main window, click Setup, and select Customization.

The Customization window opens.

2

Click the Recall tab.

3

Select a recall type from the Select Recall Type drop-down menu.

Deleting

Recall

Schedules

4

Modify the Recall Type and Months to Next Recall.

5

See

Creating New Recall Schedules on page 121

, steps 5–9, to modify the information in the Recall Notice Mailing Schedule table.

6

To delete a mailing schedule, select a line and click Delete Line.

7

To insert a new blank line above a completed line, select the completed line that you want to insert a new blank line above and click Insert Line.

8

Repeat steps 3–7 to modify additional recall schedules.

OR

Click OK to close the Customization window.

Note

You can only delete recall schedules that are not linked to patients.

1

On the OfficeMate main window, click Setup, and select Customization.

The Customization window opens.

2

Click the Recall tab.

3

Select a recall type from the Select Recall Type drop-down menu.

4

Click Delete Recall.

The Delete Warning window opens.

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Assigning Recall Dates to Patients

5

Click Yes to continue.

Chapter 5 Recalling Patients

6

Click OK to close the Customization window.

Assigning

Recall Dates to Patients

For more information on recalling patients, see the “ OSSU 210

Recalls ” iTrain training and demonstration and the OSSU 210,

“ Recall ,” training course.

You can assign up to three recall schedules to a patient in the Patient Demographic window.

Note

Before you assign recall schedules to a patient, see

Creating New Recall

Schedules on page 121

to create a new recall schedule or Modifying

Recall Schedules on page 123

to modify an existing recall schedule.

1

Open a patient record. For more information, see Creating & Opening Patient

Records on page 69 .

2

Click the Recall tab in the Patient Demographic window.

Note

You can view the recall history for the patient in the Recall

History box.

3

Select recall types from the Recall Type drop-down menus.

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Chapter 5 Recalling Patients

Creating Recall Letters

4

To change the recall date, type or select the number of months until the next recall in the Months to Recall text box or type or select a recall date in the

Next Recall text box.

Note

If the patient has an insurance plan with an eligibility period, the number of eligible months between exams will appear in the

Eligibility (months) text box after you select a recall type.

Creating

Recall Letters

This section tells you how to create recall letters to send to your patients including how

To create a new recall letter, 125

To modify a recall letter, 127

X To create a new recall letter

1

Select a recall schedule and click Compose in the Customization window’s

Recall tab. For more information, see

Creating New Recall Schedules on page

121

.

OR

Click Tasks on the main window toolbar and select Maintain Documents.

The CARE from OfficeMate or Maintain Documents window opens.

2

Click Setup and select Text Files.

The Text Files window opens.

3

Click the OfficeMate Documents folder.

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Creating Recall Letters

4

Click the Recall folder.

Chapter 5 Recalling Patients

5

Click File on the CARE from OfficeMate or Maintain Documents window toolbar and select New.

The New Text File window opens.

6

Type a title for the new text file in the Title box.

7

Click OK.

8

Type the letter in the word processing window.

9

Click File on the CARE from OfficeMate or Maintain Documents window toolbar and select Save.

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Chapter 5 Recalling Patients

Creating Recall Letters

X To modify a recall letter

1

Select a recall schedule and click Compose in the Customization window’s

Recall tab. For more information, see

Creating New Recall Schedules on page

121

.

OR

Click Tasks on the main window toolbar and select Maintain Documents.

The CARE from OfficeMate or Maintain Documents window opens.

2

Click Setup and select Text Files.

The Text Files window opens.

3

Click the OfficeMate Documents folder.

4

Click the Recall folder.

5

Click on the name of the text file that you want to modify.

6

Edit the text in the word processing window.

7

Click File on the CARE from OfficeMate or Maintain Documents window toolbar and select Save.

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Printing Recall Correspondences

Chapter 5 Recalling Patients

Printing Recall

Corresponden ces

You can print recall correspondences any time that it is convenient. Follow the instructions below

To print recall correspondence, 128

To print a list of patients that you want to recall, 131

To print labels for patients that you want to recall, 133

X To print recall correspondence

Note

Print recall correspondence using 8½” x 11” paper stock or office letterhead, or postcard stock with four cards on 8½” x 11” sheets. You can purchase postcards from Medical Arts Press at 1.800.328.2179 or www.medicalartspress.com

or from Marchon Eyewear at

1.800.645.1300.

1

Click Tasks on the OfficeMate main window toolbar and select

Correspondence.

2

Select Recall.

The Process Recalls window opens.

Note

Click History to view the recall correspondence printing history.

Click Printer Setup to set up the printer or select a printer other than the default OfficeMate printer. For more information on setting up the printer, see Setting Up the Printer on page 33 .

3

Type or select dates in the Selection Range From and To boxes.

4

Select the Last Name or ZIP Code Order By radio button to sort the patients alphabetically by last name or numerically by ZIP code.

5

Select the Select all names check box if you want to print recall correspondence for all of the patients in the date selection range.

OR

Deselect the Select all names check box and enter a letter (if you are ordering patients by last name) or number (if you are ordering patients by ZIP code) in the Starting Last text box to print recall correspondence for patients meeting your selection criteria. For example, if you type “G” in the Starting Last text box,

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Printing Recall Correspondences

OfficeMate will print recall correspondence for patients with last names that begin with G–Z.

6

Click Start Selection.

A list of patients meeting your selection criteria is displayed.

7

Click Print.

The Report Printer Selection window opens.

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Printing Recall Correspondences

Chapter 5 Recalling Patients

8

Click one of the following buttons:

Print to print the recall letters for the selected patients.

Skip to skip the current print selection and go to the next print selection.

Test Print to print a sample recall letter.

Printer Setup to set up the printer. For more information on setting up the printer, see Setting Up the Printer on page 33 .

Options (for postcards) to select a printing method.

9

Click OK in the Job Completed window.

10

Click Yes in the Correspondence Printing Warning window if you are finished printing this group of recall correspondence and you want to update the patient demographic information and recall history.

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Printing Recall Correspondences

X To print a list of patients that you want to recall

Note

Print lists using 8½” x 11” paper stock.

1

Click Tasks on the OfficeMate main window toolbar and select

Correspondence.

2

Select Recall.

The Process Recalls window opens.

Note

Click History to view the recall correspondence printing history.

Click Printer Setup to set up the printer or select a printer other than the default OfficeMate printer. For more information on setting up the printer, see Setting Up the Printer on page 33 .

3

Type or select dates in the Selection Range From and To boxes.

4

Select the Additional Printing Listing check box.

5

Select the Last Name or ZIP Code Order By radio button to sort the patients alphabetically by last name or numerically by ZIP code.

6

Select the Do Not Print Letter/Postcards check box if you only want to print a list of patients and not the actual letters and postcards.

7

Select the Select all names check box if you want to print a list of recall correspondence for all of the patients in the date selection range.

OR

Deselect the Select all names check box and enter a letter (if you are ordering patients by last name) or number (if you are ordering patients by ZIP code) in the Starting Last text box to print a list of recall correspondence for patients meeting your selection criteria. For example, if you type “G” in the Starting Last

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Printing Recall Correspondences

Chapter 5 Recalling Patients text box, OfficeMate will print a list of recall correspondence for patients with last names that begin with G–Z.

8

Click Start Selection.

A list of patients meeting your selection criteria is displayed.

9

Click Print.

The Report Printer Selection window opens.

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Printing Recall Correspondences

10

Click one of the following buttons:

Print to print the list of selected patients.

Skip to skip the current print selection and go to the next print selection.

Test Print to print a sample list.

Printer Setup to set up the printer. For more information on setting up the printer, see Setting Up the Printer on page 33 .

11

Click Yes in the Correspondence Printing Warning window if you are finished printing this group of recall correspondence and you want to update the patient demographic information and recall history.

X To print labels for patients that you want to recall

Note

Print labels using Avery 5260 compatible white rectangular labels. You can purchase these labels from Medical Arts Press at 1.800.328.2179 or www.medicalartspress.com

.

1

Click Tasks on the OfficeMate main window toolbar and select

Correspondence.

2

Select Recall.

The Process Recalls window opens.

Note

Click History to view the recall correspondence printing history.

Click Printer Setup to set up the printer or select a printer other than the default OfficeMate printer. For more information on setting up the printer, see Setting Up the Printer on page 33 .

3

Type or select dates in the Selection Range From and To boxes.

4

Select the Additional Printing Labels check box.

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Printing Recall Correspondences

Chapter 5 Recalling Patients

5

Select the Last Name or ZIP Code Order By radio button to sort the patients alphabetically by last name or numerically by ZIP code.

6

Select the Do Not Print Letter/Postcards check box if you only want to print patient labels and not the actual letters and postcards.

7

Select the Select all names check box if you want to print labels for all of the patients in the date selection range.

OR

Deselect the Select all names check box and enter a letter (if you are ordering patients by last name) or number (if you are ordering patients by ZIP code) in the Starting Last text box to print labels for patients meeting your selection criteria. For example, if you type “G” in the Starting Last text box, OfficeMate will print labels for patients with last names that begin with G–Z.

8

Click Start Selection.

A list of patients meeting your selection criteria is displayed.

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Chapter 5 Recalling Patients

9

Click Print.

Printing Recall Correspondences

The Report Printer Selection window opens.

10

Click one of the following buttons:

Print to print the list of selected patients.

Skip to skip the current print selection and go to the next print selection.

Test Print to print a sample list.

Printer Setup to set up the printer. For more information on setting up the printer, see Setting Up the Printer on page 33 .

Options to select a printing type.

11

Click Yes in the Correspondence Printing Warning window if you are finished printing this group of recall correspondence and you want to update the patient demographic information and recall history.

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Printing Recall Correspondences

Chapter 5 Recalling Patients

136 OfficeMate User’s Guide

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