Introduction to Recall Due & Recall Past Due Reports

Table of Contents

 

What Are the Recall Due & Past Due Reports?

YAPI generates two types of recall reports: the Recall Due Report and the Recall Past Due Report.  These reports show which of your patients are coming due or are overdue for a recall appointment according to the recall settings in your practice management software.  They also show:

  • Which recall each patient is due for
  • How close to or how far past their due date a patient is
  • What types of recall reminders have been sent
  • The dates recall reminders were sent
  • Notes generated by team members at your practice.

You can access either report by clicking the circular blue arrow icon Recall_Manager.png in your YAPI Dashboard toolbar.

 

Why Use Recall Due & Past Due Reports?

When it comes to Recall Reminders, YAPI does most of the heavy lifting with its automated setup, but these reports give you the opportunity to go even further with your recalls. 

Observe Trends - You can sort each report by due date, last, name, and recall type in the Past Due Report, you can filter further by how long a patient is overdue.  This gives you the chance to see trends with your recalls over time like the effectiveness of your recall system, which procedures tend to become overdue more often, and how many reminders patients are receiving before getting on the schedule.

Take Notes - If you want to find out who is due or overdue and reach out on a more personalized basis, these reports also have a Notes column where you indicate phone calls to each patient along with next steps.  This way, your team knows exactly what's already been done so they they're not doubling their work. 

Target Promotions - Have a great offer coming out soon? The Recall Past Due list includes a Copy button that feeds directly into YAPI's Mail Blast feature, allowing you to send an extra mail blast to your overdue patients to help get their recall scheduled sooner.

 

How Often Do the Reports Update?

Reports update each night when YAPI does housekeeping so if you don't see information showing up on your report that you know has been changed within your practice management software, that's likely the reason why.  While changes to a patient's profile are automatically reflected in other places like the Patient Finder, YAPI needs housekeeping to run for them to show on these reports. 

 

Recall Due & Past Due Report Windows

Recall Due Report

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number1.png Recall number4.png Patient & Age number7.png Sort By
number2.png Due Date number5.png Email, Mobile, & Phone number8.png Get
number3.png Days number6.png E, M, N, P, & A    
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Recall

 

Lists the recall type that a patient is due for such as Prophy or Perio.  

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Due Date

 

Displays the patient's recall due date based on calculations within your practice management software.

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Days

 

Displays how many days there are until the patient is due for their recall.  YAPI uses this to calculate when to send Recall Due reminders.

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Patient & Age

 

Displays the patient's full name and age.

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Email, Mobile, & Phone

 

Lists the patient's email address, mobile number, and home phone number.  You can click on a patient's email address to send them an email from here or click on their mobile number to send a text.

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E, M, N, P, & A

 

Though small, these columns house a lot of important recall information!

E (for Email): Displays an @ symbol to show that at least one recall reminder has been sent to this patient by email.  Hovering over the number also displays the dates these reminders were sent.

M (for Mobile): Displays a phone icon mobile_icon_2.png to show that at least one recall reminder has been sent to this patient by text.  Hovering over the number also displays the dates these reminders were sent.

N (for Notes): Displays a sticky note icon Screen_Shot_2021-09-15_at_8.35.00_AM.png when a note has been generated by a staff member.  To add a note, just double-click the box!

P (for Postcard): Displays an envelope icon Postcard_icon.png to show that at least one postcard recall reminder has been generated for this patient.  Hovering over the number also displays the dates these postcards were generated to your Mail Queue.

A (for Appointment): Displays the number of upcoming appointments of any type that a patient has scheduled.

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Sort By

 

Allows sorting the report by due date (oldest first or newest first), patient's last name, and recall type.  The Recall Past Due report also allows sorting by the date of the last reminder sent.

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Get

 

After selecting your sorting options, clicking this button generates and loads the report.

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Recall Past Due Report

The Recall Due and Recall Past Due Report interfaces are nearly identical, with three exceptions: the Past Due column, the Copy button, and the Past Due filter:

Screen_Shot_2021-09-14_at_11.19.10_AM_3_copy.png

letterA.png Past Due letterB.png Copy letterC.png Past Due
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Past Due

 

Displays how many days have passed since the patient's recall due date.  YAPI uses this to calculate when to send Recall Past Due reminders.

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Copy

 

Copies all the email addresses list in the report and pasts them automatically into the Mail Blast feature.  This allows you to quickly send an email to everyone on the report.  For more on this, check out our article on Sending an Email Blast to Your Patients Past Due on their Recall.

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Past Due

 

Filters the report by how long patients are past due for their recall, showing only patients who are past due more than or less than a particular number of months.  

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For more about reading and getting the most out of your Recall Due & Past Due Reports, we recommend checking out our related articles below.

 

Related Articles

 

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