Introduction to the Recall Manager

Table of Contents

 

What Is the Recall Manager?

YAPI integrates with your practice management software (Dentrix, Open Dental, or Eaglesoft) to manage automated reminders for the patients that are coming due or are overdue for their recall.  The Recall Manager helps you manage your automated recall setup within YAPI and allows you to:

  • Adjust recall reminder frequency.
  • Edit which recalls are being managed by YAPI.
  • Change the templates being used for text and email reminders.
  • Exclude reminders for patients with an appointment already scheduled.

You can access the Recall Manager by clicking the circular blue arrow icon Recall_Manager.png in your YAPI Dashboard toolbar and selecting Recall Manager Setup.

 

Why Use the Recall Manager?

Maintaining consistency with rescheduling patients is vital to growing your practice but creating and sending reminders can take a lot of time out of your team's day.  Luckily a one-time setup within the Recall Manager allows YAPI's automated recalls to do the work for you!  This leaves more time to take care of patients in office and to reach out to those that require a personal call.  

 

How Do Recall Reminders Work?

Once you've set up your recall reminders within the Recall Manager, YAPI sends out texts and emails and generates postcards automatically based on each patient's recall due date listed in your practice management software.  Each day, YAPI notes which patients need to receive recall reminders and sends out reminder texts at 10am local time, sends emails at your YAPI housekeeping time (shown in Settings > Global Setup > Options), and generates postcards at housekeeping as well. 

Note: YAPI digitally generates postcards to your Mail Queue Mail_Manager.png so you can print them out and send them when it's most convenient for you.  For more about printing out your postcards to mail to patients, see Printing Postcards from the Mail Queue.

While the 10AM text time can't be changed (it's hard-coded into the program), housekeeping time can.  That said, we don't recommend changing housekeeping because it affects both YAPI and your practice management software. For more about YAPI housekeeping, see Introduction to YAPI Housekeeping.

 

Recall Manager Setup Window

Screen_Shot_2021-09-14_at_11.15.24_AM_2.png      Screen_Shot_2021-09-14_at_11.15.36_AM_2.png

number1.png Enabled number6.png Past Due Alerts number9.png Automated Recall Due Reminders
number2.png Recalls to Manage number7.png Postcards Setting number10.png Add/Delete (Recall Due Reminders)
number3.png

Manage Recalls Till

number8.png Expire Notes in ___ Days number11.png Automated Recall Past Due Reminders
number4.png Active Patients Only  blackX.png Allow Online Scheduling/Show on Mobile Nanosite number12.png Add/Delete (Recall Past Due Reminders)
number5.png Fine-Tune blackX.png Email Subject number13.png

Best Practices

number1.png Enabled

Selecting this checkbox enables automated recalls and allows use of the Recall Due and Recall Past Due reports. 

Back to Recall Manager Setup Picture

number2.pngRecalls to Manage

This list of recalls reflects the Recall Types (or Continuous Care Types if you're using Dentrix) that you've set up in your practice management software.  Here, you can select which recalls you want YAPI to send reminders for.

Back to Recall Manager Setup Picture

number3.png Manage Recalls Till

This setting shows how long past due YAPI will manage recall reminders s for a patient.  YAPI can manage recall reminders up to a maximum of 24 months past due, which is the most popular option.  You can adjust this setting to end reminders sooner without having to delete reminders in the Reminder tab timeline. 

Back to Recall Manager Setup Picture

number4.png Active Patients Only

When checked, only patients set as active in your practice management software will receive recall reminders.  This way, if a patient leaves your practice or moves away, deactivating them (or making them a non-patient) keeps them from receiving any further recall reminders.  If an active patient doesn't want to receive reminders, you can see how to adjust their communication settings in Setting Patient Communications Options & Managing Your Opt-Out Lists. 

Back to Recall Manager Setup Picture

number5.png Fine-Tune

This setting keeps patients who already have a scheduled appointment (or a particular type of appointment) from receiving recall reminders.  Most practices use the default "Don't send reminders if a future appointment exists for this patient" but you can also add dental codes that narrow down exactly which appointments this applies to.

Back to Recall Manager Setup Picture

number6.png Past Due Alerts

Your Past Due Alert settings allow YAPI to attach an alert icon to your patient in your Dashboard, your Daily Huddle report, or both.  This way, if a patient comes in and is overdue, you'll know so can remind them about their recall in person! Choosing All displays alerts for patients with any overdue recall type in your practice management software while choosing Managed only shows alerts for patient with the recall types selected in Recalls to Manage.

Back to Recall Manager Setup Picture

number7.png Postcards Setting

If your practice elects to have YAPI generate postcards as a recall reminder, this setting allows you to choose whether postcards are generated for all recall patients or just the ones without an email or mobile number on file. 

Back to Recall Manager Setup Picture

number8.png Expire Notes in ___ Days

The Recall Due and Recall Past Due Reports have a column where your team members can write notes within YAPI about due and past due patients.  These notes can then be accessed later by other team members so you don't duplicate each other's work.  This setting determines how long those notes stay in YAPI before they expire and are removed from the report.  For more about adding notes, see Using Recall Due & Past Due Reports.

Back to Recall Manager Setup Picture

blackX.png Allow Online Scheduling/Show on Mobile Nanosite

Both the Online Scheduling and Show on Mobile Nanosite settings applied to previous versions of YAPI and are no longer in use.  Toggling these checkboxes on or off won't affect your recall reminders.

Back to Recall Manager Setup Picture

blackX.png Email Subject

The Email Subject field applied to HTML email templates, which are no longer recommended for use.  Instead, our new Enhanced Email Templates are the new default and each template has it's own unique subject line that you can edit within the template.  

Note: Not sure which type of templates you're using?  You'll recognize our Enhanced Templates by the "GT- " at the beginning of the template name.

Back to Recall Manager Setup Picture

number9.png Automated Recall Due Reminders

This timeline displays which reminders will send to patients who are about to come due for a recall appointment.  Here, you can change the frequency, reminder type (email, text, postcard, or a combination), and the template that's used for the reminder.

Back to Recall Manager Setup Picture

number10.png Add/Delete (Recall Due Reminders)

Click Add or Delete to add or remove reminders from the existing Recall Due Reminder Timeline.

Back to Recall Manager Setup Picture

number11.png Automated Recall Past Due Reminders

This timeline displays which reminders will send to patients who are overdue for a recall appointment.  Just like with the Recall Due timeline above it, you can change the frequency, reminder type (email, text, postcard, or a combination), and the template that's used for the reminder.

Back to Recall Manager Setup Picture

number12.png Add/Delete (Recall Past Due Reminders)

Click Add or Delete to add or remove reminders from the existing Recall Past Due Reminder Timeline.

Back to Recall Manager Setup Picture

number13.png Best Practices

Clicking Best Practices shows a graphic representation of the recall reminders we recommend.  These are set up already during installation, but should you decide to customize your reminders and want to go back to our defaults, they're right here for you.

Back to Recall Manager Setup Picture

 

Customizing Your Recall Reminders

Ready to set up and activate your Recall Reminders?  If you haven't done so already, check out our articles for how to make sure the recalls in your PMS are optimized for integrating with YAPI:

Then, check out our full article on Setting Up Recall Reminders.

 

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