Various Types of Vision Recalls

• Monthly Future Recalls
• Monthly Past Recalls
• Patients Without a Specific Recall

Monthly Future Recalls

Where staff have been entering various recalls for any entity in Vision this process will pick them up.

The idea here is that you would search ahead each month to see who needs to be called in for their particular recall and maybe send a reminder letter or text message.

You shouldn't really need to print the report, because they all need to be called. Putting them into a patient group is more important to enable the list of patients to be automatically opened in Consultation Manager, using the Consultation menu > Select a patient group...

This helps correctly ascertain if each patient due a recall next month will require an invite letter now or it may be appropriate to postpone it for a while.

However if you like paper or wish to see the full report, depending on the size of your recall output you can either run the standard report or export the data and count them up very easily in Excel.

Standard Report Recall Search...

Change the date period in the search to suit.

The standard report output will look something like this...

You will notice that the Search details have been added to the top of the report, this helps easily see at a glance which month the search was produced on. This was entered via the Edit menu > Report Output...

You will also notice that the report details those patients that have multiple recalls this month, which means that I will be able to send one letter rather than multiple letters to the same patient.

Export Monthly Recalls

If the list is to large to print you can export the results and count them up in Microsoft Excel.

 As you only need to see the list of different types of recalls it would be quicker and easier to export the results as a tab separated file...

Once exported open the recall.txt file in Excel.

To count these all up select any cell in the list and click the Data menu > PivotTable...

Click the Finish button at the Wizard prompt screen and then drag...

    1.  PAT_ID to the Drop ROW fields here section

    2.  READ_TERM to the Drop COLUMN fields here section

    3.  READ_TERM to the Drop DATA items here section

...select row 4 and format the cells by changing the alignment orientation to 75 degrees, then select all cells and auto width, you can get them grouped together as shown below...

If there happens to be a large group of recalls in a particular area as shown above in the PivotTable, you can run these as a mail merge in Vision.

Just amend your recall search to include all the recall Read codes found in your spreadsheet that you want to run a mail merge on.

To find these easily just double-click on the Grand Total count at the bottom of the PivotTable. This will display the found number of records in a separate spreadsheet.

Now add these Read codes to your search and change the output group name as shown below.

Now open patient groups and run your mail merge on the output group.

Monthly Past Recalls

If you would also like to keep an eye on recent recalls (i.e. in last 1, 2 or 3 months) where patients have not responded to invites, so that you can either produce another letter and forward the existing recall or simply complete/cancel the recall, run this search...

If you want to tidy up ALL your past recalls, i.e. change the status of each recall from outstanding to complete or cancel, run this search... (make sure the date is todays date)

In either case; because they are in a patient group you will be able to go through each patient record in consultation manager and right mouse click on the recall to change the status...moving then into the inactive filtered list and thus tidy up all your recalls.

Patients Without a Specific Recall

If you need to make sure that a particular group of patients always has a future recall; run this type of search... the image below demonstrates a diabetic recall check.

Please replace the disease group shown above with your particular requirement. You may also use an audit group instead of including it in the search as shown above. Just make sure you exclude recalls after today or set it back a couple of weeks using is After -2w.

Also note that the report details section has been set up to NOT report any clinical details or recalls, but will show the last 3 reviews or correspondence, as these are items that may help ascertain why the recall has been missed.

The report may then look something like this...

Where patients have no data this means they have not been given a letter or had an annual review recorded. Where there is data it will show the last 3 items of data.