Located in the middle of the front tab of the patient record is a summary of the patient’s last visits.

If the patient has a spectacle prescription created at an appointment, or a clinical record is completed, then a summary line will be created in this box. It will display the type of the appointment ‘Eye Exam’ followed by the date the patient was seen to create this prescription, the date the patient is due for another visit and the recall scheme this patient was put on.

If the patient has a contact lens appointment where a prescription or a contact lens clinical record is created, then another line will appear in this box. It will start with the type of the appointment which will be ‘CL Visit’ followed by the date this contact lens clinical record or prescription was created, then the date the patient is due to be seen again and the recall scheme this patient was put on.

If the patient comes in for an appointment that is neither an eye exam nor a contact lens visit for example a dry eye check and a clinical record of type ‘other’ is created then this will also be summarised in this box.

When a patient becomes overdue for an appointment then the due date of that appointment type will be pink.

The due date of the patient’s next eye exam is also displayed in the search box, this date will also go pink if the patient is overdue this appointment.

More information about the patient’s recall can be viewed on the patient communications page. To navigate to this page, click on the ‘Patient communications’ tab at the top of the record. The number displayed next to this tab title shows the number of recall communications that are active on this patient.

All the available recall schemes a patient can be assigned to are displayed in the left-hand column. The recall schemes the patient has been assigned to are highlighted in green.

Preceding the name of the recall scheme is an abbreviation of the type of recall the patient is on.
• [ST] is added to the front of eye examination or sight test recalls.
• [CL] precedes all the contact lens recalls.
• [OTH] precedes recalls that are assigned to other exams such as dry eye.
• [MISC] precedes recalls that are assigned to none of the above schemes.
The patient can only be assigned to one sight test, one contact lens and one ‘other’ recall but they can be assigned to multiple misc recalls.

The top right-hand box on this page shows the next communication that is due to go out to the patient for each of their assigned recall schemes.

Each line shows the following
1. The recall scheme name.
2. Sequence No. This is the number of the stage they are on for their recall reminders – Sequence No. 1 would be their first stage so, the first communication to be generated from the system to remind the patient they are due for an appointment. Sequence No. 2 would be the second stage, so the second communication that the system generates to remind the patient they are due for an appointment and so on.
3. Send Date, this is the date the communication is due to go out. Because this is the send date of the recall rather than the due date of the appointment it is normal for this date to be slightly different to the due date shown on the front of the patient record.
4. Communication Stage- this is the name the stage has been given in the maintenance of your i-Clarity system.

If need be this stage number and date can be manipulated.
Single click in the stage number field or the send date field until a cursor appears or the text becomes highlighted. Then you can amend to a different stage or a more appropriate send date.

The main reason to manipulate a send date is after a patient has received their first communication and may want to delay their second reminder due to a holiday or hospital appointment.

The communications sent box shows information about the communications that have already been sent to the patient.

Stopping Recalls

There are two ways to stop i-Clarity sending recalls to patients.

One way to stop i-Clarity from sending recalls to a patient is by ticking the ‘stop all recalls’ box, whilst this box is ticked no recalls will be sent out from the system. It is worth noting that this tick box is never automatically unticked by the system. So, all future recalls will be stopped until the box is unticked.

You can check at any time which patient records have this boxed ticked by running a patient report.
Open the report module. Leave the patients report option selected.

Tick the box next to the criteria ‘Recalls stopped’ and make sure yes is selected.
Click Run Report.

Another way to stop a recall from sending is to remove it from the communications pending box, you can do this by double clicking on the recall line you do not want to send. If this box is empty then there is no recall to send, however when the patient attends their next appointment and a new recall is assigned to their record this box will be repopulated and the patient will receive a recall when they are next due.

Stop Marketing

Also, on the patient communications tab is a tick box labelled ‘Stop All Marketing’.

Ticking this box will stop the patient appearing in the marketing module for all communication types - except when the ‘search patient database’ and ‘ignore communication preference’ options are selected in marketing.