Chapter 16 - Work in ProgressTable of ContentsChapter 18 - Reminders


RECALLS

To access the V/BOSS Recall Selection Menu select [R] Recalls from the V/BOSS Main Menu.


A. Recalls, Procedures and Rules
B. Recall Schedules
C. Patient Open Recalls
D. Recall History for Patients
E. Entering Recalls Manually
F. "On the Fly" Recalls
G. Deleting a Recall for a Patient
H. Processing and Printing Recall Postcards
I. Processing List of All Recalls
J. Recall Check List
K. Recall Past Due List
L. Recall Effectiveness Statistics
M. Manually Deleting Recalls
N. Special Processing
0. Re-Send a Postcard
P. Linked Recalls
Q. Forced REcalls


A. RECALLS, PROCEDURES AND RULES

Recalls are generated by Procedures that have Recall Days. When a Procedure is added or modified and a number is entered next to "# OF RECALL DAYS" then a Recall will be generated when the Procedure is performed. What is meant by "a Recall is generated" is that a notation is created in the Patient's Recall file which tells the system when a card (or cards) should be sent and what it is for.


NOTE: Recalls that would fall on a Sunday will be changed to the following Monday. Also, recalls that would fall on Saturday will be changed to the previous Friday, UNLESS you add the abbreviation .Rsat with text = [Y]. (see ABBREVIATIONS). The abbreviation will cause V/BOSS to leave the Saturday recalls on Saturday.


As stated previously, to cause a Procedure to generate a Recall, enter into the "# OF RECALL DAYS" the number of days in which the Patient is due to return to your clinic for the procedure booked or the next procedure due in a series. The number of Recall days can range from 0 to 9999. If the recall duration is changed to zero at any time, no recall postcard will be produced for that Procedure anymore.

In addition to the Recall Days, there must also be a Recall Schedule attached to the Procedure. Schedules are discussed more fully in the next section. The schedule is entered in the "Recall Schedule" field on the Procedure.

RULES (If you have Vpf, you will also want to read the section in the VPF Chapter about Rules).

A recall is cleared or closed when a Procedure is administered to the Patient, that has a RULE telling it to clear certain Recalls. Rules were included with your system when it arrived. If you have Vpf you may add to these Rules (See Vpf OPTIONS). If you do not have Vpf you may modify certain information in the rules.

You may wish to print the Rules before attempting to modify them. There are two ways to access Rules: l)From the Main menu select [R] Recall, [I] Intelligence Nodes; 2)From the Main menu select [4] File Maintenance, <Enter> on Procedure, arrow right 3 times to Rules then <Enter> on Intelligence Nodes. You may then select [M] Modify (or Arrow Right to Maintenance and select [P] to print). Enter the Rule to be modified. The current information about this rule will display. You may not change the Rule name (unless you have Vpf). You should be very careful about anything else you change and be sure you know what you are doing!!!!!

Screen #1

After entering the Rule name a window will display asking which field on the Patient screen any Procedure that follows this rule will update. There should be little need to change this part of a Rule.

In the next part of the Rule, the Procedures which will follow the Rule may be more clearly defined. This informs the system if a certificate is to be printed and if so, which one. Also if the Rule is for Fecal, Heartworm or Feline Leukemia test, the system will prompt for results. See the following page for a list of what action (if any) each item causes.

Screen #2

0l Rabies The system will prompt for a tag number and issue a Rabies certificate (if Configured, see CONFIGURATIONS).
02 Distemper A Distemper certificate will be issued if Configured.
03 Parvo Identifier only.
04 Corona A Corona certificate will be issued if Configured.
05 Bordetella Identifier only.
06 Lymes Identifier only.
07 Fecal Lab Will prompt for test results in POS Billing.
08 H/W Test Will prompt for test results in POS Billing.
09 H/W Prev If the Patient Special Field [Hw PrevJ exists, it will be updated with the Procedure Code.
10 Felv Test Will prompt for test results in POS Billing.
11 Felv Vacc Identifier only.
12 FVR Vacc A Distemper certificate will be issued if Configured.
13 FUS Identifier only.
14 Spay/Neut A Spay/Neuter certificate will be issued if Configured. Patient's sex will be changed in file.
15 Diet Sped If the Patient Special field [DIET] exists, it will be updated with the Procedure Code.
16 Dental If the Patient Special field [TEETH] exists, it will be updated with [Y].
17 Euth/Died Patient's status will be changed to [D]. Recalls will be canceled. Date of euthanasia or death will be noted on Patient Comment line. If an appointment exists for the Patient, you will see the comment, "Canceled! Pet Died" in the appointment slot.
18 Emerg Exam Shows Emergency income on the End of Day cash report.
19 Cont. Subs Identifies Controlled substances.
00 Misc. Use for Procedures that do not fall into another category.

The next part of the Rule, "THEN Clears these Recalls" tells the system what recalls are cleared by Procedures that follow this Rule. For example, if you give a puppy a DHLP-P vaccine at age 16 weeks and that vaccine generates a postcard for the Puppy to get a PARVO vaccine in 6 months, and the PARVO vaccine generates a postcard 6 months later for another DHLP-P, you will need 2 Rules. One which shows that the PARVO clears a DHLP-P recall and one that shows that DHLP-P clears a PARVO recall. Asterisks are used to allow a series of Procedures to clear the same recalls and each other. So DHLP-* would represent DHLP-l, DHLP-2, etc.

See MAILINGS for information on "When V/Base Recall Processing Use Instr. File".

See INSTRUCTIONS for information on "If Memory Jog Desired Use Instr. File".

The "THEN When Printing, Print As:" field may be used to overwrite the Procedure Codes that normally print on the Patient Profile. Keep in mind that you are limited to 6 characters. For example, If you prefer the "DHL***" field to print "Distem" instead, you would enter [Distem] in this field. Press <Enter> to skip this field.

The "THEN This Extended Position:" field is associated with the Equine field. Enter a number 81 through 96 to override the defaults on the Equine screen. Press <Enter> to skip this field, if not used or no override is indicated.

The Comment Lines do not have an effect on anything. They are provided so that you may make notations about what the Rule is used for.

If you make any modifications to a Rule, be sure to press <F2> Done to update your changes.

You may list the Rules on the screen from the Intelligence Nodes menu by arrowing to Maintenance and choosing List by either arrowing down to it or typing [L]. You will then be prompted to enter a starting rule. You may enter a rule or just a starting letter (or number). The list will show the rule name, the Patient field it updates and the recalls it clears.

To help you make sure that you have your rules set up correctly, you may wish to print a Procedure Intelligence Rules List. This list will show the Procedures that have corresponding rules, what rule they follow, the Patient field they update, descriptions, prices, the Procedure category, recall/reminder days, and Billing Screen table positions. This list may be used to check that Procedures are following the correct rule and updating the correct fields. To print this list, from the Main menu select [4] File Maintenance, [3] Update Procedure File and [i] Print List. You may then direct the report to the desired printer.

B. RECALL SCHEDULES

Screen #3

Lead time indicates the number of days before or after a procedure is due that a recall postcard will be printed. A positive (+) lead time is the number of days before a patient is due back that a card will be printed. A negative (-) lead time is the number of days after the patient was due back that the card will be printed. A lead time of [-999] will cause no Recall to be sent. The purpose of this type of schedule would be to enable you to tell when a Patient is past due without sending any postcards.

The Follow-up days are the number of days later that a follow-up card will be printed, and the # of Follow-ups indicates the number of follow-up cards to be sent.

To attach a schedule to a procedure you must select [4], File Maintenance from the Main Menu and then <Enter> on Procedure. If this is an existing procedure you select M to modify and use the enter key to move to the schedule field and type in the schedule number you wish to associate with this procedure.

To modify the Schedule select option Maint. Schedule from the V/BOSS Recall Selection Menu. The schedule displayed at the bottom of the previous page will appear on the screen. (The recall schedules display when you reach that field when you add or modify a Procedure that has recall days. You may modify from there also.)

Once the schedule displays you will be prompted to enter the following information:

<Fl> EXIT or [sched #] <F2> Print Screen

Enter the number of the schedule you want to modify.

The cursor will then be positioned at the "Lead Time" field where you will enter the number of days before or after the patient is due in that the recall is to be printed:

007+ if you were to enter 007+ the recall will be printed seven days before the patient is due for the indicated procedure.

After entering the number of days for the lead time, the cursor will then be positioned in the "Follow-Up" field where you will enter the number of days after the first postcard was printed that a follow up postcard is to be printed. For example:

015 if you chose to enter 015 in this field and the patient has not been treated for the specified procedure within 15 days after the first postcard has been processed, another postcard will be processed.

Then supply the number of Follow-up attempts for a procedure.

02 Example: If you were to enter 02, V/BOSS will process two MORE postcards, for a total of three.

To explain, should you enter 007 for the "Lead Time", 015 for the "FOLLOW-UP", and 02 for the "Number of FOLLOW-UPS" for a given schedule on a procedure: seven days before the patient is due in for the procedure a Recall Postcard will be processed. If the patient has not been treated for this procedure within fifteen days of the date the first card was processed a second postcard will be processed. (This is actually the first follow up postcard.) If the patient still has not been treated within another fifteen days a third postcard will be processed. (This is the second follow up postcard.) If the patient still has not been treated no more postcards will be produced, but the patient will appear on the PAST DUE list, if you print one.

A stand alone program is available to change a recall duration on a procedure that HAS NOT HAD THE FIRST CARD MAILED YET. Example: Your FELEU2 procedure has a recall duration of 90 days attached, you decide you want to change that to 80 days on the recalls that have been created, but not mailed yet. You must go into Procedures and change the duration to 80 before running Recalls. A BACKUP OF YOUR SYSTEM SHOULD BE RUN PRIOR TO EXECUTING THIS PROGRAM.

To execute this program select U "Utilities" from the V/BOSS main selection menu. From this menu select R "Run Utility Program When prompted to enter program name type [RECARCAL]. The system will display the message that a backup should be run prior to executing this program. To proceed reply with a [Y]. Type the procedure name you wish to change when prompted to enter RECALLS to be updated [*wildcards]. The * wildcards could be used if you were to change all your feline leukemia procedures. By typing FELEU* it will change the duration on all the leukemia procedures in the file. Your next prompt gives you the option of printing the changes, reply accordingly. After you have checked that all your entries are correct reply with a Y when asked to continue.

C. Patient Open Recalls

To find out which Recall Procedures are "open" (have not yet been printed a postcard) for a certain Patient, find the Client and once at the Client Screen there are two methods for activating the Recall Program.

The first method is to press <Enter> with the Next Action as Patient. From the Patient Screen, press function key <F8> Recalls. The system will display a list of all open Recalls for this Patient.

The second method used to activate the Recalls Module is by using the left or right arrow keys to select Recalls in the Next Action field which flashes in the lower left of the Client Screen, then highlight the correct patient and press <Enter>. When using the second method described, the Patient Screen is skipped.

Screen #4

The meanings of each field are as follows.

Pet-ID Patient number.
Proc The recall or Procedure that will be due.
Source How the recall was generated, REGSTR = registration; P.0.S. = Point of Sale Billing; Recall = Manually added recall.
Perf'ed The date the Procedure was last performed.
Due Dt Date the recall Procedure is due.
D-Sent Date the latest postcard was generated.
# Which card was most recently sent, 1st, 2nd, 3rd, etc.
Next Date another postcard will be generated if more are to be sent. (In the Recall HISTORY, this field shows the Procedure code which cleared the recall.)
D-Seen In the Recall History a closed recall is shown with the date it was closed-- Date Seen. ***
## Each recall is numbered. This number is used during a manual delete.

The color or boldness of this display gives information about the recall due dates.

COLOR WORKSTATIONS MONO WORK STATIONS
Past Due Vaccs RED BOLD
30 days till due YELLOW BOLD
> 30 days till due GREEN NORMAL
Recall deleted Blinking Blinking

NOTE: You may access a Patient's Clinical Records from the open recall screen by pressing <F4>.

*** The Date Sent field will also be used to indicate the reason a Recall was or was not. The following chart shows notations you may see in this field and what they mean.

NotDue The Procedure is not yet due.
In-Wip Patient was in WIP when Recalls were processed.
Apoint Patient has an appointment scheduled within the next 30 days (or the # of days in abbreviation .Rnpc).
lstSnt The first Recall has been sent.
FolSnt A follow-up Recall has been sent.
NotFol It is not yet time for a follow-up Recall.
MaxSnt The maximum number of postcards specified in the Recall Schedule have been sent.
Days=0 The Procedure's Recall Days has been set to 0.
Specif You ran Recalls for specific procedures and this was not one of them.
Reran? You ran Recalls twice in one day (error condition).
Lead-9 Lead time in the Recall Schedule is set at -999.

By pressing <F2> Show Alternate, you may view the open recalls in a different format.

Open Recalls Only

Jun 13, 1997 DHL-PA YEARLY DISTEMPER VACC. Jun 12, 1998
May 10, 1996 RABIE3 3 YEAR RABIES VACC. May 9, 1999
Jun 13, 1997 HEARTL HEARTWORM TEST Jun 12, 1998
Mar 17, 1997 FECAL INTESTINAL WORM EXAM Mar 17, 1998
Any key to continue..

The date on the left is the date the Procedure was performed. The date on the right is the date the Procedure is due.

D. Recall History

For a list of all Recalls, open or closed, for a Patient, press [R] Recall at the Main Menu. Then press <Enter> on Patient History at the Recall Selection Menu. Enter the Patient number and a list of all Recalls for this Patient and when each procedure was initially performed will be displayed. If the Patient has been notified, the date the postcard was printed, the number of postcards printed, and the date the Patient was seen, if he has returned, will also be displayed.

To print the Recall History screen, hold down <Ctrl> and press [P] (Vpf Only!).

By default, V/BOSS "self-maintains" the Recall History File, not allowing it to become too large in size. V/BOSS will generally maintain records of Recalls sent for 455 days PAST the last target date (assuming at least one recall has been sent) and 365 days past the original target date (assuming no recalls have been sent {start up and special cases}). If you wish, you may add abbreviation .Rdfx to your system to set the number of days higher. When adding (or modifying) the abbreviation, enter a 4-digit number greater than [0455]; or you may eliminate the deletion of old recall history by entering [9999]. See ABBREVIATIONS for help in adding .Rdfx.

E. Add a Recall

To manually add a Recall for a Patient, from the Patient Screen press <F8> for Recalls. Press <F8> Add New and you will be prompted to Enter PROC CODE or <F4> for Proc Lookup Window. If you select <F4> Lookup, a window will be displayed and you will be prompted to enter a starting point (you may be first prompted to enter a category). Use the UP and DOWN arrows to select the Procedure that you want then press <Enter>.

Then either enter the date the Procedure was performed or [.]<Enter> for today1s date. If the Procedure entered is for Recall purposes only (for example a DENTAL recall procedure) you may prefer to enter a Target date for the recall to be generated instead of a date performed. To do so, after entering the Procedure code, type [@]<Enter> in the date field. You will then be prompted to enter the Target Date. This is the date that you consider the Procedure to be due. The recall will actually be generated according to the schedule that is attached to the Procedure. The source field for this Recall will say "R-Targ".

If the procedure is a Rabies Procedure you have the option to enter a tag number and print a Rabies Certificate. Remember, when entering a tag number first type the last two digits of the year, then the five digit tag number.

If this procedure has a reminder attached to it then you will be prompted to enter a comment. This comment will show up on the Reminder screen and print on the Reminder list.

When finished this procedure will be added to the Recall file and will immediately appear on the screen with the Procedure name, the date it was performed, and the date it will be due. If the procedure was a vaccination which appears on the Patient Screen, the new date will appear beside the appropriate vaccination name.

You may use this process to CORRECT procedure dates on the Patient Screen. You may also use it to update procedures that you are not going to bill the client for or to clear out procedures for which you do not send recalls.

THE EASIEST AND BEST WAY to update vaccination dates is to do a point-of-sale Billing. (See POINT-OF-SALE BILLING)

When the same Recall is entered more than once on the same day, the way V/BOSS handles this is configured by abbreviation .Rsdr. Add the abbreviation and for the abbreviation text enter:

[Y] to leave both Recalls in the file (as in previous releases.
[N] to clear the first Recall.
[P] to prompt the user that there is a duplicate and give choice of clearing the first one.

See ABBREVIATIONS for help adding the abbreviation.

As long as the proper Rules exist (your system came with these Rules) these Codes perform the following functions when added through Recalls:

DIEDXX when administered, the patients status is changed to [D] for deceased, all recalls are deleted and the date and message "Patient Died" is displayed in the comment field on the patient screen.
EUTHXX EUTHANASIA - when administered, the Recalls and Reminders are deleted for the patient, status is changed to "D", and "Euthanized" is displayed in the comment field.
MOVED when administered, all recalls are deleted and the date and message "Patient Moved" is displayed in the comment field on the patient screen.

You may add Procedure codes for DIED and EUTH to be used in POS Billing. These codes MUST begin with [DIED] or [EUTH] in order for the above to occur.

F. GENE-x: On the Fly Recalls

You may create an unlimited number of Procedures in the format [GENE-x] with x being an alterable character, that have different recall durations. These Procedures will be for Recall purposes ONLY, they are not to charge people. So the Procedure Price should be zero. The category can be R for Recall if you wish. When you add one of these Procedures to a Patient's Recall file you follow the same steps as adding any other Recall. You will receive additional prompts to enter the Recall Text (what the card should say) and Reminder days if desired.

Screen #5

You may make a GENE-x Procedure that has no recall days. When you add this Procedure to a Patient's recall file you will also be prompted to enter the recall days. This allows you to add a recall of any duration for any reason. In this case, schedule one is used by default.

Keep in mind that if you do not have Vpf you can not add Rules for these procedures, though you may include them in existing Rules. You may want to use a schedule with these recalls that will only send 1 card.


NOTE: When recalls are added manually, the date of the recall must be greater than the Client and Patient Last Visit Date.


G. Deleting Recalls

To delete a Recall for a Patient, find the Client and from the Patient Screen enter <F8> for Recalls. Press <F9> for Delete. Enter the number (##) found in the far right column of the Recall you wish to delete, or enter [99] to delete all Recalls. To remove a vaccination/lab date from the patient screen, press <F8> for Recalls, then <F8> for Add New. Enter the code for the procedure to erase. In the year field enter [**). The date will then be removed. REMEMBER: these are two separate steps with two different functions!! Removing the date from the patient screen does NOT remove the recall and vise-versa.

When a recall is deleted the system will reset the Date notified field on the Patient Screen to the correct Date. If all recalls are deleted the Date notified field will be cleared.

To delete a specified recall for all patients at once refer to the RECALL MANUAL DELETE PROCEDURE at the end of this chapter.

H. Processing and Printing the Recalls

V/BOSS has the ability to print recall cards with or without the due dates. To configure this capability, enter a [ ] in position #2 of the SPECIAL OPTION TABLE (see CONFIGURATIONS) to print the dates. Enter [C] in position #2 to NOT print the dates.

Here is what your Recall postcards will look like if you do not wish the dates printed.

Screen #6

These are the message lines of your postcard. You may write different messages each time you run Recalls.

Here is what your Recall postcards will look like if you do wish the dates printed.

Screen #7

When the Postcards are processed, the Patient and Recall files are altered and YOU MUST run a Back Up BEFORE processing postcards in case there is a problem. If something should happen to go wrong, you would not be able to fix it without a CURRENT backup. No other work stations should be in use while postcards are being PROCESSED. During printing is fine.

To process Recall postcards, select [R] from the Main Menu, arrow right twice to Notices and press <Enter> on Process Postcards. The screen below will display. You should check the LAST RUN DATE and MAKE SURE that it is NOT the current date. NEVER process cards more than once in the same day!!!!! Doing so will just erase the file and there will be nothing to print.

When prompted to enter the species, entering [*] will process recall postcards for all species. Entering [K] will process recall postcards for all Canines, etc.

You may run recall postcards for all canines and then for all felines and then for all, however, you may not select the same species more than once a day. Also, you MUST print the postcards for one species BEFORE processing them for another. To rerun recall postcards for a selected species refer to Rerun Recall Postcards further in this chapter.

Screen #8

If you choose species [E]quine or [B]ovine, you will be prompted to enter two message lines as follows:

Screen #9

The message entered above would produce a card as below.

Screen #10

After the species selection, you will see:

Screen #11

If you wish to process recalls for only certain Procedures, you may do so. You may enter specific Procedure codes, for example, FECAL, or you may enter a "Wild Card". A Wild Card indicates all Procedure Codes in the same format, for example, DENT** will select all Recalls for Procedures starting with DENT. You may enter up to five specific Procedure Codes or Wild Cards.

If you prefer to process all recalls currently due, press <FlO> to accept ******.

Then answer the following:

Screen #12

If you reply with [M] to modify you will be directed to the Schedule Maint screen.

Use Schedule Maint to modify the LEAD TIME, NEXT RECALL DAYS, and NUMBER OF RECALLS fields. For more information on Schedule Maint see section B.

If you enter [Y] to utilize Bill-To address, then the postcard for any Client who had a Bill-To address will be sent to the Bill-To address. You may set a default answer to this question. Add abbreviation .Rbtd to your system with text of [Y] for yes or [N] for no. See ABBREVIATIONS.

SALUTATION Enter the first line of your post card, [Dear Client] or [Dear Patient]

Note: If you are addressing the postcards to the patient, you must enter [Dear Patient:] as the salutation. <F8> will swap for you.

This is a postcard addressed to the Client.

Screen #13

This is a postcard addressed to the Patient.

Screen #14

* LINE 1 OF MESSAGE If you want to add a message to the postcard enter the first line here. Abbreviations can also be used in the message field.
* LINE 2 OF MESSAGE Enter the second line here. Abbreviations can also be used in the message field.
! LINE 1 OF FOLLOW Enter the first line here. UP MESSAGE Abbreviations can also be used in the message field.
! LINE 2 OF FOLLOW Enter the second line here. UP MESSAGE Abbreviations can also be used in the message field.

You may specify different messages for Recall postcard #1 and follow-up postcards. After entering these messages, or pressing <Enter> to skip this option, you will be prompted, "Are You Sure?". Answer [Y] to begin processing or [N] to make corrections.

When processing begins the system will search the database and create a file of Patients due for recalls. You will see a count of how many postcards are being created. When processing is complete you will see along with the number of cards found:

Processing complete....

To print the Recall Postcards which were just now filed, return to the Main Menu and use option P, Print Report on File. Load the Postcards into the Printer, then select [R] Print V/BOSS Report and [F] Recall Postcards.

Hit <Enter> to continue!

Once processing is complete, anyone may access V/BOSS again.

When you go to print the postcards make sure the printer is ready. Load the postcard forms into the printer and make sure the appropriate lights on the printer are ON. V/BOSS will print five alignment postcards; use the select button on the printer to start or stop the printer and make the adjustments needed to align the postcards. V/BOSS will print the Recall attempt number near the bottom of the postcard. If the card contains Recalls from different visits or duration, the number of attempts made on the oldest Recall will be printed.

**NOTE** Postcards are not generated for Patients currently in WIP. Patients dismissed from WIP will receive postcards on the next run after their dismissal. Patients with an appointment within the next 30 days of the postcard run will not receive postcards. The 30-day range for this may be changed by adding (or modifying) abbreviation .Rnpc and entering a different number. If the abbreviation does not exist, the default value is 30. If you believe a Patient who did not receive a card, should have received one, please check to see if they are in WIP or have an appointment within the specified range.

RE-RUN Recall Postcards

If a problem arises while you are printing your Recall Postcards and you need to reprint SOME, but not all of them, you may RE-RUN them. To Re-Run Recall Postcards, go to the Main menu and select [R] for Recalls, arrow right twice and select (Rerun PostCards). After entering this selection you will see a warning that tells you NOT to continue with the Rerun unless these postcards were initially processed TODAY! At the prompt to "PLEASE ENTER THE STARTING PATIENT", if you enter all zeros, the processing will restart from the beginning, or you may enter a "Patient Number" and processing will begin with that patient. After entering the starting number, you must re-enter the Salutation and any message you had used the first time. IF YOU INITIALLY PROCESSED THE CARDS ON A DIFFERENT DATE FROM THE DATE YOU ARE RE-RUNNING, PLEASE CALL CRT SYSTEMS FOR ASSISTANCE!

An alternative to re-running Recalls may be to use the Recall Printer. Please see DESKTOP for more information.

I. Hard Copy of All Recalls

To process a listing of all Recalls, closed or open, select [R] at the Main Menu, arrow right once and press <Enter> on Hard Copy All. To print this listing see PRINT REPORT ON FILE. The Recalls will be printed in order from lowest Patient number to highest. This may be a very lengthy report, therefore it may take some time to process. The screen will be locked until the report is processed.

J. Recall Checklist

To process a Recall Check List of those Patients who have been sent Recall postcards, but have not yet returned to your clinic for a visit, select [R] Recall from the Main menu, arrow right once and select [Check List]. Enter [A] for ALL Recalls. The report will then begin writing to a file. To print the Recall Check List see

PRINT REPORT ON FILE.

Those Patients who have received the maximum number of Recall attempts will be flagged on the listing with "<---"

You can also use this selection to print a list of Recalls that were sent on any given date. When V/BOSS prompts "Enter (A)ll or (T)oday's", enter [T]. Usually you will want to print this list the same day you have printed Recall postcards, but you may select any date when asked to enter a date.

Recall Checklist

Screen #15

If your clinic has remote sites, a Recall Checklist for that site only will be printed as long as the first special field of the client record has the Clinic-ID in that field. To set up a clinic identification number refer to the V/BOSS Configuration section.

K. Recall Past Due List

A recall is created for a Patient when a Procedure is performed that has recall days. The schedule attached to the Procedure determines how many postcards are sent and at what intervals. For the purposes of this report, a Patient is considered past due for a Procedure on the date the LAST scheduled postcard has been generated. NOTE: If you have Vpf and are utilizing the FINAL recall, FINAL days are not considered for this report.

To process a Recall Past Due list, from the Main menu select [R] Recall, arrow right once and [Past Due]. You will be prompted to enter a starting date and an ending date. Patients who became past due during the time period you enter will appear on this report. The report is written to a file. To print the file return to the Main menu and press [P] for Print Report on File. Then select [R] Print V/BOSS Reports and [G] Recall Checklist/Past Due Report.

If your clinic has remote sites, a Recall Past Due List for that site only will be printed as long as the first special field of the client record has the Clinic-ID in that field. To set up a clinic identification number refer to the V/BOSS Configuration section.

L. Recall Effectiveness Statistics

To determine the effectiveness of your Recall campaign, from the Main menu select [R] Recall then Effectiveness Stats. This will run a statistical program which will tell you the total number of Recalls in the file, the number of open Recalls, and the number of closed Recalls. In addition, the number of first-attempt, second-attempt, third-attempt, and greater-than-three-attempt postcards and the success rate of closed Recalls for each of these attempts will be calculated.

THIS PROGRAM SHOULD BE RUN JUST PRIOR TO RUNNING RECALL POSTCARDS.

Recall statistics are maintained on a daily basis. If a Recall postcard has been sent, and the Patient is brought to the Clinic, any cash for this encounter is recorded as "Recall Income." This amount and the percentage of gross income it represents appear in the Cash Summary Report and Cash History Report, along with the number of "Recall-income" procedures performed.

The overall Recall campaign effectiveness is calculated as:

# of closed procedures

/ (divided by)

# of procedures having at least 1 postcard

+

Recalls closed no postcards.

To print a copy of these recall statistics, press [P].

Statistics may be run for a specific Recall or, using wildcards, a group of Recalls. After choosing Effectiveness Stats., you will see:

Targeted Recall (s)

You may obtain Statistics for Recalls by entering:

"******" for ALL Recalls

"RABIES" for a SPECIFIC Recall

"RAB***" for a GROUP of Recalls

Please enter the target recall --> ******

<Esc> to Exit

Press <Enter> to process for ALL recalls, or enter the desired SPECIFIC recall or first few characters for a GROUP (example, DHL*** for all Distemper/Parvo vaccines.)

Screen #16

Although you are free to choose your own recall parameters, and change to new values anytime you wish to experiment, we have found these to be very effective. Configure your "lead time" to 14 days, request 2 follow-up attempts with a 21 day duration. Also, run the postcards every week.

We feel you will be delighted with the results obtained by sending out a total of three. Please let us know how effective your recall system is. Tell us how you are doing, and how you do it. We are currently seeing effectiveness statistics of OVER 75% at some clinics!

M. MANUAL DELETE PROCEDURE

This function is used to delete a specified procedure for all patients at once. RUN A BACKUP PRIOR TO EXECUTING THIS PROGRAM. Select [U] for Utilities from the Main menu. Arrow right once to Programs and select Run a Program. When prompted to enter program name type [RECADEL].

The following screen will then be displayed.

Screen #17

When prompted to "Enter RECALLS to be Deleted [* wildcards]", enter the name of the Procedure you want Recalls to be deleted for. The procedure must be six characters in length. If the procedure is not six characters long enter asterisks to complete the field. For example:

STO*** deletes all recalls starting with STO.
CAST/D deletes all CASTID recalls

N. Special Processing

READ THIS ENTIRE SECTION AT LEAST ONCE BEFORE TAKING ANY ACTION!!!

This option allows you to insert a special procedure, [RECALX], into the recall files of dogs and cats that do not have a CURRENT Distemper vaccination (DHL-PA, FVRCP etc.), RABIES OR RECALX. This process is designed to enable you to send postcards to Patients that are over 90 days past due for Rabies or Distemper and would therefore be ignored by the recall system. Special Processing puts those Patients back into the recall system by inserting a recall into their records. Any Patient with either a current Rabies, Distemper or Recalx will be skipped during this processing. The Special Processing just inserts Recalls into Patient Files. The postcards will be generated when you Process Recalls in the usual manner.

You must first add at least one of these special procedure codes into the Procedure File. From the Main Menu go to [4] File Maintenance, Procedure, Add New Procedure. THE PROCEDURE CODE(S) MUST BE [RECALl], [RECAL2], [RECAL3], [RECAL4], AND/OR [RECAL5], EVEN IF YOU ARE USING NUMERIC CODES!! DO NOT add or use anything like DHLPPS, RABIES or 2llxxx or any other code for this Special Processing!! We recommend adding 2 or 3 [RECALX] Procedures (more if you have a lot of patients), specifically, [RECALl], [RECAL2] and [RECAL3]. This will allow the recalls to be generated at staggered intervals.

The system RANDOMLY inserts these Procedures into Patient Recall Files of Patients who do not have a CURRENT Rabies, Distemper or RECALX. Therefore, the Descriptions and Recall Text should be fairly generic, for example [PAST DUE VACCINES]. Do not enter one as Rabies and one as Distemper as you will not be able to control which pet gets which Procedure during the processing. In the Recall days field do NOT put 365, this would generate the recall a year from TODAY! We suggest entering recall days of 7, 14, 21, 28 etc., depending on how many Procedures you will add. Use a schedule with no lead time and whatever follow-up days and number of follow-ups that you wish. If you only want to send one card, then use a schedule that has all zeros.

You MUST also ensure that you have Rules set up to understand how to clear recalls generated by these Procedures. You should have a rule called [RECAL*] that has [RECAL*] in the "THEN Clears these Recalls" field. You should also modify your existing Rules for RABIES (1 year and 2 or 3 year) and Canine and Feline Distemper. These rules should ALL also have [RECAL*] in the "THEN Clears these Recalls" field.

If you are unsure about your Rules, please see Section A. of this chapter and Section H. of the VPF Chapter. If you are still unsure, please call CRT Systems Support for help. You can not easily undo the Special Processing once it is done, so be sure you know what you are doing before doing it!!!

To insert the RECALx procedures, from the Main menu select [R] Recall, then Special Processing, then [1] Insert RECALx. You will be prompted to enter up to 5 RECALx Procedures. Type in the Procedure codes, [RECALl], etc. If you have fewer that 5 Procedures, just press <Enter> to skip the space after your last code. The system will proceed to insert the recalls alternating between the ones that you entered. Remember the system will choose which procedure is assigned to which patient, you have no control over this. You may then do your regular Recall Processing as usual. You will have more recalls than usual during weeks when these RECALx procedures kick in.

0. Re-send a Postcard

If a postcard is returned to the Clinic with an invalid address and it is the first postcard sent for the Procedures listed, you may cause that card to be re-sent to the Client the next time postcards are processed (this assumes you have obtained the correct address). To re-send a card, go to the Patient Screen and select <F8> Recall then <FlO> Resend. You will be prompted to enter ## to re-send, enter the 2 digit number that corresponds to the correct recall. The Recall information will be adjusted and another card will be generated the next time you process the recalls.

P. Linked Recalls - Please see PROCEDURES.

Q. Forced Recalls

Forced Recalls, when set up properly, are automatically generated during Patient registration. A Procedure code for the Recall to be generated must exist in your system. The Recall Days for the Procedure should be set at the number of days after registration that the Recall should be booked. A Reminder duration may also be set, if desired.

Abbreviation .Rfr[x] must be added to the system. This abbreviation is species-specific, so you may enter more than one occurrence of the abbreviation. .RfrK would be added for canines, .RfrF would be added for felines, etc. However, only one abbreviation per species is allowed. For abbreviation text, enter the Procedure code of the Recall to be generated.

Prior to entering this Recall (during registration), V/BOSS ensures that none of the Procedures indicated during registration (if any) have a rule which would override the Forced Recall.

Since this Procedure has not really been performed, there is no notation of the Procedure in the Clinical Records, Patient Screen or Journal Files. The *only* effect is that a Recall is generated. The Recall Source in the Patient Recalls will be shown as "REGFOR".


Chapter 16 - Work in ProgressTable of ContentsChapter 18 - Reminders


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