To access the area of the system where recall communications can be sent, click on the yellow arrow on the right-hand side of the module icons at the bottom of the page.

This will display a new set of icons.

Click on the printer icon called ‘Recall’.

Sending Recall Communications

Recalls that are due to be sent will be listed in the grey box on the left-hand side of the screen. When you first open this screen, the box will be empty.

To control what recall communications are displayed in this grey box firstly change the ‘Up To’ date in the list box on the right-hand side of the screen.

The up to date corresponds the communication send date in the patients communications tab.

Therefore, if you wanted to send all the communications that were due to go out for the next month you would move the date to the end of the next month.

If you wanted to send out all the recall communications that were due up to today, then you would set the up to date to today’s date.

You can amend the 'Up To' date by either clicking in the date field until the date field until the date is highlighted and then overtype with the new date. Or you can click on the arrows underneath the list. The single arrow moves all the dates in the list on a day from the dates shown. The double arrow moves all the dates on a week for the current date shown.

Then click generate.

A list of communications will be displayed in the box with the number of recall letters due to be send for each communication.

There are now several ways to send this list of generated communications.

1. Click 'Send All Communications'.

This will send all the communications listed in the box.

2. 'Send Communications of Type'.

This will send the communications of one type e.g. SMS.

Firstly, select from the drop down list the type of communication you would like to send. Then click ‘Send Communications of Type:’

3. Send Selected Communications

This will send the communications that have been preselected. 

To select a communication or multiple communications select the tick box(es) next to the communication name. 

Then press ‘Send Selected Communications’.

Other Features of the Recall Screen.

Filtering the Communication List

One feature of the recall module is you can filter the list of communications you generate in the grey box.

To do this select from the scheme type drop down the type of scheme you are interested in.

For example, CL Visit or Eye Exam.

Selecting a Scheme Type will activate the next field Scheme Name.

You can either now click Generate Communications to see all communication for that type or you can break this selection down into a smaller list again. To do this after selecting the Scheme Type then select the Scheme Name before clicking Generate Communications.

You can also break down the list of communications by stage, for example stage 1 = first reminder, stage 2 = second reminder and so on.

To do this, enter a number into the Scheme Stage box and then click Generate Communications.

(Scheme stage filter can be done independent or in conjunction with scheme type and name.)

Viewing Recipients of the Communications

Another feature of the recall module if the ability to preview the recipients of the communications pending.

Along the bottom of the screen are 4 buttons.

1. View 'Recipients For All Communications'

This will show a list of all the patients who have a communication in the list shown in the grey box.

2. 'View Recipients for Selected Communications'

This will show a list of the patients who have a communication in the selected recall(s) in the grey box.

3. 'View Recipients For Selected Letter Sorted By Address'

Firstly, select a letter communication from the grid. Then click ‘View Recipients for Selected Letter Sorted by Address’. This will produce a report showing you all the recipients with their addresses. Patients with the same address will be listed next to each other in the report.

Viewing Recall Scheme Detail

Clicking on the 4^th button ‘View Selected Recall Scheme Details’ will show you the time in days between the recall communications of the individual scheme.

Select a communication from the left-hand column.

Then click the button 'View Selected Recall Scheme Details'.

This will open a window that shows the recall scheme information.

It is important that you find out how your i-Clarity recalls have been set up before you send recall communications. This is because it will allow you to select an appropriate ‘Up to’ date that is not too far into the future.

This is important for two reasons:

1. I-Clarity recall set up allows you to create a send date for each recall scheme. This send date is usually earlier that the patient’s appointment due date.

The 'Due' column shows the patient's next appointment due date.

The 'Send Date' column shows the communication send date.

For example, if you have a send date that is set up two weeks earlier than the appointment due date, and then you enter an ‘Up to’ that is two weeks in the future you will be sending recall communications four weeks early. This may not be appropriate for NHS patients.

2. When recalls are set up in i-Clarity they are given stages. Stage 1 is the first communication, if the patient doesn’t respond to this 1^st communication, then they will move onto stage 2 communications and so on. The send date for 2^nd and subsequent stages is calculated by taking the actual date the previous communication was sent and adding an assigned number of days to this date e.g. 45 days.

The 'Send Date' column shows the send date of communication number 2.

The 'Date Sent' column shows the date recall communication number 1 was sent.

It is important that you know what the smallest assigned number is. The ‘Up To’ date in the recall module should not be set in the future by this number of day or more, because you will generate more than one recall communication for patients.

For example, if the smallest assigned number of days in the recall set up is 30 days and todays date is 1^st September, the maximum future date that should be selected in the ‘Up To’ date of the recall module should be 29^th September.

If you do need to set an ‘Up To’ date in the future because you need to be ahead of your recalls for any reason and you are concerned about sending patients more than one recall communication. You can use the Scheme Stage filter to prevent patients receiving multiple stage recalls.

Start by generating recalls for your last recall stage (this is listed in maintenance).

For example, if a system is set up with 3 recall stages you would enter the number 3 into the Scheme Stage field.

Then click generate. This will send all the stage 3 communications already due in the system.

You would then enter the number 2 into the scheme stage field and generate and send the listed communications.

Because you have already sent the stage 3 communications the new stage 3 communications that are now pending will not get sent

You would then finally enter a number 1 into the scheme stage field and generate and send the first recall communications.