Hygiene has an open column on Friday and the recall postcards went out six weeks ago. Somewhere in Eaglesoft is the list of patients who were due in the spring and have not been back. The Recall report finds them, once you set it up properly.
Where is the recall report in Eaglesoft?
Eaglesoft keeps its printable reports in one Reports window, grouped by category. The Recall report sits with the other patient reports. Open the Reports window from the Reports menu, find the Recall report, and open its options.
Eaglesoft also has a Recall Wizard, which walks through the same filters and ends with letters, labels or a list. The report is faster when all you want is the list.
Which options give me the overdue list?
The report dialog asks for a handful of choices. Set these.
- Recall date range. Start twelve months back, end at the end of this month. This catches everyone who was due and has drifted, not just the people due this week.
- Recall type. Prophy for a hygiene push. Perio maintenance when you are filling a perio column. Run them separately so the lists are clean.
- Appointment status. Choose patients without a scheduled appointment. A patient who is overdue but booked next Tuesday does not need a call.
- Patient status. Active only. Inactive and transferred patients stay off the list.
- Provider or hygienist. All, unless one hygienist is working her own list.
- Sort. By recall date, oldest first.
Preview the report before printing. The patient count at the bottom is the number you are working with.
What does the printout show?
| Column | What it tells you |
|---|---|
| Patient | Name, with the responsible party where different |
| Recall type | Prophy, perio, or a custom type |
| Due | The date Eaglesoft calculated from the last completed recall service plus the interval |
| Last visit | The last completed service of any kind |
| Appointment | Blank is what you are looking for |
| Phone | Home and mobile, so the call can be made from the list |
The due date depends on two things being right: the interval set on the patient, and the last prophy or perio maintenance having been walked out as completed rather than left planned. A patient who shows as overdue but was seen last month usually has a cleaning that was never completed in the ledger.
A worked example
A practice with 1,600 active patients runs the Recall report with a twelve-month range, prophy only, no appointment, active patients. 118 patients come back.
Hygiene visits average $205 at this office. 118 times $205 is $24,190 of visits that are due and not on the schedule.
That is found. It is not recovered. If the front desk books 24 of them this month and 21 come in and pay, recovered is 21 times $205, or $4,305, and only once those visits are complete.
Work the oldest due dates first. The patient fourteen months overdue is the one most likely to be sitting in another practice’s chair by spring.
How do I keep the list from going stale?
Make a note on the patient record after each call, with the date and the answer. Eaglesoft’s Recall report does not show who was called last week, so your notes are what stop two people calling the same patient. Run the report again on the first Monday of next month and compare the count. A list that goes from 118 to 94 means the calls are working.
What Calibic adds
Smart Recall is LIVE, and Eaglesoft coverage is partial, so a few figures Calibic cannot yet read honestly on Eaglesoft show as not available rather than a guess. Calibic reads the patient, appointment and transactions_header tables over a read-only connection, builds the overdue-and-unscheduled list without any dialog, and ranks it by how likely each patient is to say yes based on their appointment history. The count sits on the Daily Huddle each morning.
Calibic does not write recall notes or statuses back to Eaglesoft. Texting and campaigns are coming and are marked ROADMAP. The checks that run on Eaglesoft, and the ones that do not yet, are listed on the Coverage page.
See the ranked list on the Smart Recall product page. The sibling guide on Eaglesoft reports covers the end of day and production reports, and the Eaglesoft integration page lists what Calibic reads today.