💡 Top tip: For best practice and tips for getting the most out of recalls, check out our blog! 👉
How do I use the 'Recalls' report?
You can view the 'Recalls' report at any time and filter it in order to view recalls, send recall correspondences manually, or export data. Automated recalls will be sent based on this report. The 'Recalls' report is generated and updated each Monday.
📝 Please note: In order to use the 'Recalls' report, you will need to have enabled recalls.
To find the 'Recalls' report:
In Dentally, click the 'Reports' button in the left-hand toolbar.
Scroll down to the 'Appointment' section and click 'Recalls'.
From here, you will see the 'Recalls' report, where you can filter to view patients that meet particular criteria.
Other actions you can complete from the 'Recalls' report are:
Click the 'Workflows' button to set up recall workflows.
Click the 'Export' button to download the report as a .csv file.
Send manual recalls by checking the tickbox next to your chosen patients.
Click 'Record a call' or 'Book now' using the icons in the Actions column to contact or book a patient directly from the report.
If a patient's recall date has passed, or falls on a day your practice is closed, 'Book now' will open the calendar to the next appropriate day instead.
🚨 Important: The Actions column feature is currently being rolled out as part of our actionable recalls update and is not yet available to all practices. If you don't see these columns in your Recalls report, this will be coming to you soon.
What are the 'Phone' and 'Actions' columns in the 'Recalls' report?
These two columns make it easier to contact and book patients without leaving the recall report:
Phone: Displays the patient's preferred phone number. Click the number to call the patient directly if you use a phone integration, all without opening their record first.
Actions: A sticky column on the right-hand side of the report, which stays visible as you scroll. Each row has two buttons - 'Record a call' and 'Book now'. Book now opens the calendar in a new tab with the appointment on the clipboard ready to book.
For multi-site practices, 'Book now' adds the appointment to the clipboard of the patient's default site - not necessarily the site you're currently logged into. If they differ, switch to the patient's site in the calendar to find and book the appointment.
💡 Top tip: Use the existing report filters to narrow your list before working through recalls. For example, set 'Status' to 'Unbooked' and 'Preferred method' to 'Phone' to focus on patients who need a phone call.
What filters can be applied in the 'Recalls' report?
Include inactive patients: Set whether you want the report to include patients who are marked as inactive, to view historical recalls. By default this is set to 'No', so the report will only show active patients.
Location: The practice site where the appointment is due (multi-site practices only).
From/Until: The date range - patients with appointments due within the selected range will be shown in the report.
Type: The type of appointment that is due (dental, hygiene or combined).
Practitioner: The specific practitioner an appointment is due with. All your practice's practitioners who are listed as available will be available to select here.
Preferred method: The patient's preferred recall method (patients can still be contacted by other methods, but this filter allows you to view based on their preference).
Payment Plan/Fee Schedule: Which payment plan/fee schedule the patient has eg Private. The wording of this filter will vary depending on your region.
Workflow status: The stage a recall is at within a workflow. Choose from:
Unprocessed: Recall is in the workflow but has not yet sent out Stage 1 communications, OR recall is unassigned to a workflow.
Processing: Recall is progressing through the recall workflow stages, and there are more stages still to come.
Exhausted: Recall has passed the last stage of the workflow and there are no further stages to come.
Error - Recall has encountered an error during the workflow, and will now not progress through the rest of the workflow.
Pre-booked: Indicate whether you want to include pre-booked recalls (recalls that were booked before the patient received any recall reminder, eg. if they booked when leaving the practice).
Status: Whether the patient's recall is booked/unbooked, completed, skipped or missed.
Contacted: The number of times a patient has been contacted previously about that specific recall.
Not contacted since: Can be edited to show only patients last contacted before or after a certain date, or can be left blank.
Per Page: The number of patients visible at one time in the report - 25, 50 or 100.
Order by: The order in which the list will be shown - by due date or alphabetically by surname.
What do I do if my 'Recalls' report is not showing any results for the date range I have selected?
Your recalls are created weekly and a set number of weeks in advance. If you are looking further ahead than your recalls are created, you will not see any results.
If you are not seeing results in the report as expected, make sure you have not filtered out the recalls you need by accident. Try removing all filters and starting again.