Recalls and Follow-ups are built into the MacPractice System to help track when a patient should be returning to the office. The terms recall and follow-up are used to label the same feature within MacPractice. Medical offices will use the term follow-up while dental offices will use the term recall.
There are several steps to use this feature effectively in MacPractice.
Add the records to accounts
Schedule the appointments
Use the report to track completed or unscheduled visits
- Manually add the recall or follow-up to the Patient tab. Use the green plus above the table to open up the list of available Recall/Follow-Up types. Search for and select the record and press Ok. If the wrong item was chosen, double click on the line to pick a different type or right click and choose Replace.
- If the recall or follow-up is connected to a procedure entered on the ledger, the record is automatically added to the Patient tab. Set up the fee schedule in References to always use that Recall/Follow-Up type or manually select it while entering in the charge. When you save the charge, you will be asked if you wish to to create the appointment and taken directly to the Schedule. To schedule the appointment at a later time, click Cancel.
- Add a recall or follow-up while on the patient's EMR form, which is automatically added to the Patient tab. This requires that the form be set up correctly.
The Recall/Follow-Up Record
If you go to the Recall/Follow-Up tab, you will see the new recall listed. There are three colors that may display in this record. These colors will also correlate with the colors in the Recall/Follow-Up scheduling node.
- Black Text: Not linked to an appointment
- Green Text: Linked to an appointment
- Red Text: The connected appointment is scheduled before Recall Date (Last Visit + Frequency)
- Type: This pulls in the title of the recall as it is entered in the Reference.
- Last Visit: Displays the date the patient was last seen in your office. This defaults to the date the Recall/Follow-Up was created but may be edited.
- Frequency: The length of the Recall/Follow-Up in days. This pulls in from the Reference but is editable.
- Recall/Follow-Up Date: The date the visit should be due. This number is calculated by adding the Frequency (in days) to the Last Visit date.
- Next Visit: If the record is not tied to an appointment, this should be the same as the Recall/Follow-Up Date, though it can be manually edited. If the record has been associated to an appointment, the Next Visit date will be the date of the appointment.
- Appointment Date: If there is no appointment linked, this field will be blank. The recall will also be shown in a black text. If there is an appointment tied the Next Visit & Appointment date will read the same, and the record will show show in a green text.
- Resource: If there is an appointment, this column will display the resource (schedule column) it is scheduled under.
- Notes: This free text field is available for any notes. These notes may pull into letters printed for the patient. They can also automatically delete once the appointment is scheduled if a preference is enabled.
Schedule the Recall or Follow-Up Appointment
Depending on how the record was entered, who is scheduling the next appointment, and if the patient is ready to schedule now or calling back, select one of the following methods to create the appointment and tie it to the Recall/Follow-Up.
- The clinician, assistant, or hygienist creates the appointment as they enter procedures in the ledger or Restorative Charting. An alert will appear asking to schedule, press Schedule; you will be taken to that date. Navigate from there to the patient's desired date and time, then create the appointment. This automatically updates the patient's recall/follow-up date. This popup can also be disabled with a preference.
- The patient calls to schedule later. Check the Recall/Follow-Up on the patient's tab for the correct date. Right click on the table, and select Go To Appointment. This navigates you to the correct date in the schedule to select the time and create the appointment. Alternatively, you may choose to hold Option on your keyboard and double click on the record to be taken to the date on the Schedule.
- The patient already has an appointment scheduled. Here, you simply need to connect the record to the appointment. In the Schedule ability, right click on the patient's return visit and in the popup, choose Set Recall/Follow-Up, then choose the correct type. Or from the Patient ability, choose the Recall/Follow-Up record on the table, right click and choose Set Appointment; then select the correct date of the return visit.
Reporting on Recalls and Follow-Ups
MacPractice recommends using the Recall/Follow-Up Marketing Report to track patient's return visits. This report will allow you to find patients who have recalls or follow-ups without appointments, patients with appointments, or even patients who do not have recalls or follow-ups at all. Print postcards, use AutoRemind for reminders, or make a list of patients to contact.
Connecting the recall or follow-up to the appointment is critical for the success of this report.