Recall Process Example

1st and 4th as Emails
2nd and 5th as SMS
3rd and 6th as Letters

  • Emails 4 weeks in advance
  • SMS 14 days  later
  • Letters 14 days  later
  • Email 28 days  later
  • SMS 3 months later
  • Letters 3 months later

In Opticabase, go into Reminders and then click on “Periods” (top right corner of window).

Type 14, 14, 28, 3, 3 into the boxes. Click on “Periods” again to close the boxes.

Weekly reminders run:

  1. Go into Reminders from Main menu.
  2. Click on “Next Period” button (this moves the dates on by a week). The first time you run the recalls you will need to enter a date in the top date box, 4 weeks from today and a date in the second date box 5 weeks from today and click on “Fill Dates”.
  3. Wait for 10 seconds.
  4. Click on “Update Rem List” button.
  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.
  8. 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”.
  9. Now click on “Select/Clear to clear all the ticks from the boxes.
  10. Next choose 1 from the RemNo. Dropdown at the top of the screen to select all recall 1s for Email
  11. Next choose 4 from the RemNo. Dropdown at the top of the screen to select all recall 4s for Email
  12. Then close the Select Reminders window and click on “Phone List”
  13. Then click on “Email All” (Top right of screen)
  14. After the sent message comes up, close the Phone List
  15. Next click on “Select Reminders”again.
  16. Next choose 2 from the RemNo. Dropdown at the top of the screen to select all recall 2s for SMS
  17. Next choose 5 from the RemNo. Dropdown at the top of the screen to select all recall 5s for SMS
  18. Then close the Select Reminders window and click on “Phone List”
  19. Then click on “SMS All” (Top right of screen)
  20. After the sent message comes up, close the Phone List
  21. Next click on “Select Reminders”again.
  22. Now click on “Select/Clear so that all the patients have ticks.
  23. Then close the Select Reminders window and open your letters to print them
  24. After printing the letters click on “Update List after Printing” button to clear the reminder list ready for next time. This also marks all the Pxs as having had a recall.