Using 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.  If you're unfamiliar with these reports, we recommend you check out our Introduction to Recall Due & Recall Past Due Reports first and then return here for more.

Below you'll find instructions for interpreting these reports including how to understand the gradient color scheme, how to see when your patients received their recall reminders, and how to take notes right on the report.

Table of Contents


Understanding the Color Scheme

Color coding within the Recall Due & Past Due Reports allows you to easily see how close to due or how overdue a patient is on their recall.  Both display patients in a gradient from yellow to red, but each report works a bit differently:

Recall Due Report

  • Red: patients who are very close to their recall due date
  • Yellow: patients who are just within your Recall Due Reminder range but aren't aren't as close to their due date.


Recall Past Due Report

  • Red: patients who are very far past their recall due date.
  • Yellow: patients who have just passed their recall due date by a few days.


Patients Showing in Gray

For both reports, patients in gray have been excluded from receiving recall reminders because they have at least one future appointment scheduled with you.  


You can check how many appointments they have scheduled in the A (for appointment) column and hover over the number to see their date(s).


Most practices exclude patients with any kind of future appointment from receiving recall reminders because 1) someone with their recall appointment already booked doesn't need a reminder to do it and 2) if a patient is in office for another procedure, it's often most successful to remind them in person. 

That said, you can also exclude patients from receiving recall reminders only if they have a particular type of appointment scheduled by adding that procedure's code in the Recall Manager.  For more on this, see Customizing Recall Reminders.


Viewing When Reminders Were Sent

In the columns to the right, both reports give a quick look into what type of recall reminders a patient has already received: 


  • E (for Email): Displays an @ symbol to show that at least one recall reminder has been sent to this patient by email.  

  • 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.  

  • 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.  

Note: The A (for Appointments) column shows how many appointments a patient is already scheduled for.  For more about the A column, see our Introduction to Recall Due & Past Due Reports.  For details about the N (Notes) column, see Viewing & Creating Notes below.  

Hovering over any of these icons shows when reminders of this type were generated.  For email and text, the date shown is the date each reminder was sent out; for postcards, the date shows when the reminder was generated to your Mail Queue for you to print out and send.

If you ever suspect that a patient isn't getting their recall reminders, check here to see which reminders went out (or didn't) and make sure their contact information is correct.  The most common reason a patient doesn't receive their reminders is because of a typo in their email or phone number or because their mobile number listed is actually a land line.

Tip: If you're unfamiliar with printing and sending postcards, we recommend reading our article on Printing Postcards From the Mail Queue.


Viewing & Creating Notes

If you need to reach out to a patient about their recall by phone or happened to chat with them about it the last time they were in the office, you can make a note in either report so you can reference it later.  This way, notes about a patient's recall are all in one place so other team members can pick up where you left off or vice versa.  Notes show in the N column of the report and if a patient has an existing note attached, you'll see a sticky note icon there:


  • To view an existing note, double-click the note icon Screen_Shot_2021-09-15_at_8.35.00_AM.png next to the patient.
  • To make a new note, double click the empty box in the note column next to the patient, enter your note in the popup window, and click OK.


Within a note, you can also generate a To-Do for yourself or a member of your team and generate your own reminder to follow up with a patient later if needed.  To add a To-Do:

  1. Click the Generate ToDo checkbox within the note.

  2. In the To-Do window, select the due date, which staff member the To-Do is for, their contact information, what type of reminder you'd like to send (email or text) and when the reminder should be sent.


  3. While the note from the report automatically copies into the text box, you can also add additional text to the To-Do if you like.

  4. Click Save!


Emailing & Texting Patients from the Reports

Just like in the Patient Finder, you can send a message directly to a patient by clicking on their email or mobile number within the report:



The Recall Past Due Report also has an added Copy feature, which allows you to copy all the patients' email addresses with one click so you can send them a Mail Blast.  For more on this, see Sending an Email Blast to Patients Past Due on their Recall.


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