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Recalls

Premvet 5 provides a separate reporting function that enables you to identify clients who are due for a follow-up visit to the practice, called Recalls. There are 255 different types of recalls available within the Premvet 5 software, 10 of which can be attached to an animal card. It is recommended that the first is 'Vaccination', and in a canine or feline record card this applies to the general DHLP vaccination. The others can be used as required. Some practices use them for:

Chapter contents

  • Recall options What is available?
  • Generating Recalls
  • Customising the recall letter Altering recall letters to reflect the image of your practice
  • Management Record How to Display a specific animals recall details
  • Creating Recalls Adding a new recall to the system
  • Updating Recalls via work entry
  • Overdue Recall How to catch clients who has missed the 1st recall.
  • Breakdown Summary figures

    • Recall: The options

    When you first select Recall Premvet 5 prompts you with four recall options, and the ability to return to the main menu, like so:
    Print Recalls

    The recall program looks at a range of record cards specified by the user and generates a report on all the animals that are due to be recalled. The reports can be output in a number of formats:

    1. A simple list of client name, address and animal name.
    2. Labels with client details.
    3. Customised letters.
    4. Filed on the disk for later use.
    All of which are covered later in this guide.

    Overdue Recall List

    If the client ignores the reminder letter, this option can be used to catch and generate merge documents to follow up. This option will scan the selected clients and printout a list of those clients that have not been into the practice for the work that they were originally recalled for.

    Breakdown

    A Summary of the last recall date broken down by month and year.

    Global Update

    This option, will scan all the records and rebuild all the recall dates based on clinical records.

    Recall: Generating Reminders

    Print recalls

    If you select the 'print recalls' option Premvet 5 displays the following screen: 

    
1.. Client range          :  From 30 to 40
2.. Recalls will be       :  Spooled
3.. Client type           :  All
4.. Do all recall types   :  No
5.. Vaccination recalls   :  Yes
6.. Other                 :  Vaccination
7.. Recall period         :  01.01.99-31.12.99
8.. Report type           :  List
9.. Append a label        :  No
10. Include the summary   :  Yes
11. Species to search for :  All
12. Status codes to IGNORE:  None
13. Surgery to process    :    1
14. Output when           :  run finished
15. Multiple Records      :  No
16. Per Animal or Client  :  Client

    To change an option select the number associated with it e.g. 10 to include/exclude the summary. The options are described below. Press RETURN when you are satisfied with your choices and the recall run will commence.

    Notes:

    2. Recalls will be:
    In addition to printing or displaying the recalls, you can 'S'pool them - i.e. save them to a file for later use.

    Options 4, 5 and 6
    These control which recalls are to be sent
    4
    If set to Yes then all recalls will be scanned.
    5
    Vaccination (type 1), if (4/6) are set to No and (5) to Yes then only vaccinations will be generated.
    6
    If (4) is set to No you can specify which recalls to run.

    7. Recall Period
    The recall period can be entered in two ways:

    You should note that a year does not have exactly 52 weeks in it. It has 52 weeks and 1 day, except in a leap year when it has 52 weeks and 2 days. You may find therefore that if a client was in for a vaccination one year on the 1st of May, they are next due in on the 30th of April (or 29th if it is a leap year) the following year, if the recall period is 52 weeks.

    8. Report Type
    The report types are:
    1. Notes - The definition files are read and a customised, personalised letter is produced (Customisation of recalls is described later in the chapter).
    2. Report - A list giving client name and address.
    3. File - Generate a CSV file for use with merge printing.
    4. Label - A label is produced with the client details on it.
    5. 2-Up Labels - Will use sheets of laser labels. You should check the settings in 'L'abels - 'C'onfig - 'L'aser before use and check that the settings are correct for your stationary.

    9. Append a label
    An optional label can be appended if required. The appended label should be designed and saved in the labelling option. You will be asked for the label number.

    Note: The format used by this program is fixed in the system, and because of this a label size of 5 lines or larger MUST be used. The system will automatically alter the number of lines to skip. If this is not suitable we would suggest for recalls that you set up 'recall.def' to print on labels and use that.

    10. Include the summary
    A summary will be generated after the run with the number of animals included in the run.

    11. Species to search for
    Enter as required to enable individual species runs to be performed - ideal if you have different stationary for Dogs/Cats.

    Note: To switch back to including all the species just press <Return> do NOT type in the word 'All'.

    12. Status codes to ignore
    The Status code on the record card can be used to indicate if the client has moved etc. this option enables you to ignore specific codes.

    13. Surgery to Process
    This can limit the recall run to a specific surgery number.

    14. Output When
    Some label printers do not handle long printouts correctly, normally the recalls (labels and notes) will be spooler and when the entire run has finished they will be printed. This option can tell the system to print after a specific number of recalls have been generated.

    15. Multiple Recalls
    This option (15) will, if set to yes, allow you to generate one letter per animal with the reserved word ALLRECALLS containing all the currently due reminder descriptions. e.g. 
          Dear &sal &surname

      We would like to remind you &animal is due into the surgery
      for &allrecalls in the coming month.

    The reserved word (&allrecalls) will be expanded to contain a list (separated with comma's) of all recalls falling due during the period. The description of the recall is that displayed on the screen.

    The setting will also apply to labels, only one label will be produced for the animal.

    16. Per Animal or Client
    This option (16) will (when used with lables or file) generate an entry or label per animal or Client. That is, if a client has multiple animals due for a recall then only one label (per client) will be produced.

    Note: With this option (and option 15), if you are filing the output for merging you should be aware that the 'last recall' and 'recall-due' dates should not be used. The data stored is either for ALL animals or ALL recalls for a specific animal as such you have no way of knowing which animal/recall the data applies to. If you are using specific recalls then the data will be valid.

    Recall: Customising the recall letter

    As with many other documents produced by Premvet 5, you can change the way recall letters look and the type of information they contain by using reserved words and definition files. This flexibility is provided so practices using Premvet 5 do not have identical stationary which could confuse clients.

    The reserved words you can use are in Table 1 and in Table 4

    Recall: Program Definition Files

    recallsa.XXX Where XXX is the recall type, these files are optional.
    recalleq.XXX
    recallfc.XXX
    recall.def The default definition file and it must exist
    recall.com Used for including multiple animals on one letter.

    Related animals for the same owner appear one after another in the run so that they can be sent together. However, another definition file can be used if you want all the animals for a particular owner to appear on the same sheet.

    Using different definition files
    If you press 'F'ile instead of the option to change, Premvet 5 will display the default definition files it is using to print recalls, for example: 

    1.  Default definition  : recall.def
2.  SA definition files : recallsa
3.  FC definition file  : recallfc
4.  EQ definition file  : recalleq
5.  Composite file      : recall.com
    When viewing this screen, you can change the files Premvet 5 uses.

    Note: Options 2-4 above are optional and need not be entered. The system will automatically add a number (between 1 and 255) to the end of each name based on the recall to be printed e.g. recallsa.1 for the SA vaccination, recalleq.3 for the third equine recall etc.

    Recall: Global Update

    See also: Recalls - Global Scan and Update

    This option on the 'Print Recall' menu will allow you to:

    When selected you will have three choices:

    Change an interval - Scan all the client with a matching species, for the specified recall type and alter the recorded interval. e.g. you want to change the dental recall from 27 weeks to 26 weeks. If you want to remove a recall completely set the number of weeks to -1.

    Scan Clinical and Update - Scans the clinical records for each animal looking for either specified analysis codes or clinical text and update (or add) the specified recall. There may be cases where you want to ignore text - this can be specified in the 'Does NOT Contain' field. e.g.

    Analysis codes 10-20 all deal with Recall Type 1 - Vaccination BUT you don't want the recall updated on '2nd Vaccination', in this case you would specify 10-20 as the analysis code range and add '2nd' to the ignore field.

    Scan and set to Zero - Works the same way as the option above but will set the interval to zero.

    Note(s):

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