An example of the recall procedure can be found here

To keep a record of how patients have been reminded (eg. Phone, SMS, Email), tick “Use Px Contacted auto updating” on the Lists/Practice Details screen. You can then see how effective different reminder types are on the “Till” screen by clicking on the “Recalls Booked” button.

1. Click on “Reminders” from the Main Menu screen.
2. Click on “Next Period” button (or just type in your new dates into 1st 2 dates boxes) and click “Fill dates” (Fill dates depends on the periods you have set up in the boxes when you click on “Periods” in top right corner of the dates screen).
3. Wait for 10 seconds.
4. Click on “Update Rem List”.
5. Click “ok” to the pop up message.
6. Click on “Select Reminders”.
7. Click on “Next Exam” twice to bring the latest date to the top.
If the latest Next Exam date is within the date parameters that you are expecting then that’s fine. If it isn’t then you need to click on “Delete Selected” at the top of the screen to clear the list and then go back to step 4 and click on “update Rem List”.
8. Either leave all selected with a tick or choose the reminder type that you want to use and then click on “Select/Clear”. Or choose the Rem No if you want to only choose a specific Reminder number eg 1st reminders or 2nd reminders.
9. Click on “Close”

10.
Either:

10a. Click on “Phone List” where you can use the list to phone patients, SMS* text them or email** (see below) them. When they book/have been reminded you can click on “Px Reminded” to remove them from the reminder letters. Continue with 8b when you have phoned everyone you want to.

Or, if you just want to send letters

10b. “Click on Reminder Letters” and print the letters.
Instead of using the “Reminders Letters2 button, you can click on “Letters Folder”, then you can open “Total Reminder” letter which is linked to Opticabase.
After printing your letters you should click on “Update List after Printing” button to update the reminder list.
Using the Letters Folder:

Click on “Letters Folder”
Open “Total Reminder” by double left clicking.
Click “Yes” to run the sql command when asked.

MS WORD 2003:
Click on the “Merge to printer” icon (Approx 3rd from right on mail merge toolbar) and then click “ok”.

MS WORD 2007 or newer:
Click on “Mailings” tab.
Click on “Finish and Merge” on far right of toolbar.
Click “Print Documents”.
Click “ok”.

*SMS recall wording is set up by going into Lists and then “SMS” (first column). Then enter wording for “SMS ST Reminder” and “SMS CL Reminder”. The text messages will always start with the patient’s name so a parent knows which child the message is for.

**Emailing recalls.

Emailing recalls has been shown to give poor returns due to thee emails going into spam boxes or a patient viewing it and then it gets lost and forgotten in all their other emails. However, if you still wish to email recalls you can from Opticabase you can.

You first need to set up a Mailjet account.

Then you need to set up the wording for the email. This can be done in Reminders/Set Up (top right).

You can also attach pdf files to your email recalls by saving pdfs in  C:\Opticabase\Email_Attachments folder on the computer that you email the recalls from. The pdf just needs to be called by the recall name eg child.pdf, diabetic.pdf etc.

CLReminder.pdf will work for contact lens email recalls.