Recall - Recall Tab

This tab is where you specify the number and type of reminder letters you wish to create and how they should be output.

• Recall Type: Use this dropdown box to select the type of reminder letters you wish to create, for example you could select to print out only the Spectacles recall type. By default this setting is All Types.

• Recall Categories: Use this dropdown box to select the category you wish to create reminder letters for, for example you could select to print only the Adult 12 Month category of letters. By default this setting is All Categories.

• Category Band: Use this dropdown box to select the band of letters you wish to create reminder letters for, for example you could select to print only the first band of reminder letters. By default this setting is All Bands.

• OO: Use this dropdown box to select the optometrist for whom you wish to create letters for, this is based on the information on the patient’s record. By default this setting is All OO’s.

You can combine the above settings to filter down the letters created further. You could, for example, chose to create only Adult 12 Month reminders for patients due to receive band 1 letters.

N.B. Care should be taken with filtering as if there are no letters that match your specified requirements within the first month displayed on the graph, the system will move on to the next month in an attempt to fulfil your requirements. You should always apply the filter to the Recall Graph first before attempting to compile a recall run.

• Number of Letters to Print: Enter the number of letters you wish to print into this box.

• First Month Only: This checkbox limits the graph to letters from the first month currently displayed on the graph. If, for example, your Recall Graph is displaying August 2007 as its first bar no letters from the September bar will be printed. If you apply a filter you must ensure that there are letters for the desired month available as the First Month Only setting will only limit the letters to the first month on the graph, it does not relate to the current date. So, if, in September 2007, the filtered graph is displaying June 2008 as the first month then those are the letters that will be created, even though they would be ten months early.

• Build Patient List: Once you have selected the type of reminder letters to print and entered the number of letters you will be able to click on this button. This button creates the list of letters to print out.

• Actual Number of Letters: Once the list of letters has been created this box displays the number of letters that are due to be printed. This may differ from the number of letters selected as if you ask for fifty letters and there are only twenty that match the chosen criteria, it will only print out those twenty.

• Sort Order: Use this dropdown to select the order in which the letters on the current run will be printed. By default NO sort is applied, you must drop the box down and select how you wish to order the letters.

• Print Letters: Pressing this button starts the merge and print operation to the chosen output device.

Output Type

You can chose one of three output options for your reminder letters

• Printer: Use this dropdown box to select which printer to send the reminder letters to. This will print out the recall letter merged with the patient’s details.
• Labels: Use this dropdown box to select a label template and the printer to send the labels to. Use this option to print out address labels with the patient’s details merged into them.
• Export: Use this option to export the details of the recall run to a .CSV file. This file can then be used for submission to an external printing house, for example.
• None: This option is used to simulate a recall run. When this option is selected pressing Print Letters completes the recall run, adding the details into the history tab and calculates the patients next letter should there be one, but does not actually print out any letters. This is a maintenance function allowing you to remove letters from the graph and is not used as part of a standard reminder routine.

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