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1 If the patient calls for an appointment, whether or not related to the recall reason, the user will be reminded of the recall and can schedule the examination at the same time. The user can also mark that the recall has been completed. In the Form Letters module, a customized letter can be created with the patient information merged into the letter, encouraging the patient to schedule the follow-up. The Recall Management module allows an administrative user to track those patients with outstanding recalls and make sure that appropriate notification is sent to the patient and that all necessary steps are performed before the recall is closed. Click anywhere to continue Copyright 2012 Pulse Systems, Inc. Page 1 of 46

2 To begin, it is assumed that you are logged in the PulsePro application with the appropriate security and permissions to complete this task. Click the Administration group button in the Navigation Pane. Copyright 2012 Pulse Systems, Inc. Page 2 of 46

3 In the Administration group, click the Recalls icon. Copyright 2012 Pulse Systems, Inc. Page 3 of 46

4 Next, click the Manage Recalls button on the toolbar. Copyright 2012 Pulse Systems, Inc. Page 4 of 46

5 The Manage Recalls window appears consisting of a toolbar, a series of criteria fields, a results pane and a detail pane. Use the criteria fields to locate recalls by patient, physician, procedure, date range or type. Enter the criteria in the fields, and then click the Filter button on the toolbar. Copyright 2012 Pulse Systems, Inc. Page 5 of 46

6 To activate the date fields, click to select the checkbox, and then enter the date in the field. Copyright 2012 Pulse Systems, Inc. Page 6 of 46

7 No Script Copyright 2012 Pulse Systems, Inc. Page 7 of 46

8 Typing Animation Copyright 2012 Pulse Systems, Inc. Page 8 of 46

9 Typing Animation Copyright 2012 Pulse Systems, Inc. Page 9 of 46

10 To view all future recalls, leave the To field deselected. Click the Filter button on the toolbar to populate the result pane. Copyright 2012 Pulse Systems, Inc. Page 10 of 46

11 The records matching the specified criteria appear in the results pane. The records may be sorted as needed by clicking by clicking a column header. Copyright 2012 Pulse Systems, Inc. Page 11 of 46

12 The records now appear in date order. Several options are available for managing and editing a recall using the toolbar or by right-clicking a record. Copyright 2012 Pulse Systems, Inc. Page 12 of 46

13 ABOUT SELECTING RECORDS One or more records can be edited at the same time by selecting the checkbox for the records in the list pane. For these examples, we will select one record at a time for each example. Click anywhere to continue Copyright 2012 Pulse Systems, Inc. Page 13 of 46

14 If more information is needed regarding this recall, the registration record for the patient can be accessed using the Patient Info option at the bottom of the context menu. Once the record has been researched, select one of the options in the context menu to manage this record. Copyright 2012 Pulse Systems, Inc. Page 14 of 46

15 To create a new recall, click the Add New Recall option. For more information, please view the Creating Recalls lesson in this module. If it is determined that the recall is no longer needed, select the Remove recall option from the context menu. Copyright 2012 Pulse Systems, Inc. Page 15 of 46

16 ABOUT REMOVING A RECALL When a recall is removed, it is deleted from the system and no longer appears in the patient s record. Recalls should be removed in cases where the patient is no longer with your practice; a duplicate record exists, or is far enough in the past that it becomes obsolete. Click anywhere to continue. Copyright 2012 Pulse Systems, Inc. Page 16 of 46

17 A dialog box confirms the action. Click OK to continue. Copyright 2012 Pulse Systems, Inc. Page 17 of 46

18 A recall for an appointment is set for the current date. Right-click the record to select an option. Copyright 2012 Pulse Systems, Inc. Page 18 of 46

19 In this case, we will select Close Recall. Copyright 2012 Pulse Systems, Inc. Page 19 of 46

20 ABOUT CLOSING A RECALL When closing a recall, the notification becomes a part of the patient record. The reason for closing the recall and notes are added to the record as well. For example, a Recall may need to be manually closed when an appointment was scheduled and was not properly linked to the Recall by the scheduler. Click anywhere to continue Copyright 2012 Pulse Systems, Inc. Page 20 of 46

21 The Close Selected Recalls window appears. First, click Down Arrow on the Close reason field and select the appropriate options from the drop down list. Copyright 2012 Pulse Systems, Inc. Page 21 of 46

22 Copyright 2012 Pulse Systems, Inc. Page 22 of 46

23 Next, type any pertinent information in the Note field, then click the OK button to close the window. Copyright 2012 Pulse Systems, Inc. Page 23 of 46

24 For this example, the highlighted record appears to have incorrect information. The type and reason fields do not seem to be related. Right click the record and select Edit Recall from the context menu. Copyright 2012 Pulse Systems, Inc. Page 24 of 46

25 No Script Copyright 2012 Pulse Systems, Inc. Page 25 of 46

26 ABOUT EDITING A RECALL The Edit Recall option opens the original Recall so that any aspect of the recall may be changed. For example, if the wrong recall type was selected when the recall was originally created, it may need to be researched and changed accordingly. Click anywhere to continue Copyright 2012 Pulse Systems, Inc. Page 26 of 46

27 All fields, with the exception of the notification method, can be updated or changed from this window; however, this may be accomplished using a different option which will be covered next. For this example, we will update the Recall Type to be consistent with the reason field. Copyright 2012 Pulse Systems, Inc. Page 27 of 46

28 No Script Copyright 2012 Pulse Systems, Inc. Page 28 of 46

29 Click the Update button to save the record. Copyright 2012 Pulse Systems, Inc. Page 29 of 46

30 A dialog box confirms the record was saved. Click OK to continue. Copyright 2012 Pulse Systems, Inc. Page 30 of 46

31 To view the details of a recall, select the record in the list. Copyright 2012 Pulse Systems, Inc. Page 31 of 46

32 The detail pane now displays additional information for the selected record. Notice that this particular recall is ten days in the future, but the notification method is by phone. To change the notification method, right click the record and select Copyright 2012 Pulse Systems, Inc. Page 32 of 46

33 No Script Copyright 2012 Pulse Systems, Inc. Page 33 of 46

34 ABOUT EDITING OPEN NOTIFICATION REQUESTS The Notification Request may need to be changed if the original method of notification is not viable. For example, a patient s phone number may no longer be in service. Therefore, a secondary option would be to notify the patient by mail that they are due for a follow up appointment. Click anywhere to continue. Copyright 2012 Pulse Systems, Inc. Page 34 of 46

35 The Edit Notification Request window opens. To change the notification type, click the down arrow on the method field and select an alternative option. Copyright 2012 Pulse Systems, Inc. Page 35 of 46

36 No Script Copyright 2012 Pulse Systems, Inc. Page 36 of 46

37 If Mail is the selected method of notification, a Form Letter will need to be designated as well. Click the Lookup button and select the desired letter from the tree menu. Copyright 2012 Pulse Systems, Inc. Page 37 of 46

38 No Script Copyright 2012 Pulse Systems, Inc. Page 38 of 46

39 No Script Copyright 2012 Pulse Systems, Inc. Page 39 of 46

40 No Script Copyright 2012 Pulse Systems, Inc. Page 40 of 46

41 Add notes, if necessary, and then click the Update button to save the changes. Copyright 2012 Pulse Systems, Inc. Page 41 of 46

42 The majority of the remaining Recalls are within the next 30 days and will be sent a written notification of their follow up appointment. Select one or more records by clicking the individual checkboxes, or, to quickly select all records, click the Check All option above the list pane. Copyright 2012 Pulse Systems, Inc. Page 42 of 46

43 If certain records will not be processed, click to deselect the checkbox for the record. Copyright 2012 Pulse Systems, Inc. Page 43 of 46

44 Once the appropriate records are selected, process the recalls by clicking the Notify button on the toolbar. Copyright 2012 Pulse Systems, Inc. Page 44 of 46

45 Copyright 2012 Pulse Systems, Inc. Page 45 of 46

46 You are now familiar with how to Manage Recalls in PulsePro Copyright 2012 Pulse Systems, Inc. Page 46 of 46

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