Guide to the Automated Recall Report

This feature is currently available to clients with Practice Analytics in their Adit package. If you would like to find out more about Analytics, please contact our support team!

With Adit’s Automated Recall Report, you can easily see which patients are due or overdue for a visit, which patients have already scheduled their next visit thanks to your automated recall messages, and which patients are still unscheduled.

You can access the Automated Recall report in two places within your Adit platform: Practice Analytics, and Engage. In either module, you’ll go to Reports, then Automated Recall.

The top of the report shows a set of graphs that illustrate the success of your recall program for the month selected in the top right corner. This defaults to the current month, but you can go back as far as July 2024.

Note: Adit started collecting these specific recall data points in July 2024, so we are unable to provide any recall statistics prior to that date.

From left to right, these graphs show:

1. How many patients have a recall due in the selected month.
2. How many and what percentage of those patients due in the selected month were sent at least one recall reminder through Adit.
3. How many/what percentage of patients due in the selected month have already scheduled or completed their recall appointment.
4. How many/what percentage of patients with a due date in the selected month are still unscheduled, but their due date has not passed yet.
5. How many/what percentage of patients with a due date in the selected months are now overdue and still unscheduled.

The rest of the report shows a list of those patients, listed by their recall due date.

When you pull up the Automated Recall report, it will automatically scroll the patient list down to today’s date and show you all patients with a due date today or in the future. If you would like to look at patients with due dates in the past, you can simply hover your mouse over the patient list and scroll up to see back in time. We display past-due patients in this list with a light gray background, so you can easily tell them from patients who are due today or in the future, highlighted in white.

Within the list, each patient is presented with useful information regarding their recall Due Date, Recall Type, the Status of that recall, and details about the recall reminders they have been sent through Adit and the last contact with that patient.

Beside the patient’s name, you may see an icon that indicates they opted out of communications with your practice  or that they are inactive and no longer need to be recalled. 

The Recall Due Date and Recall Type are pulled from the patient’s file in your PMS/EHR.

We then assign a Recall Status to each patient based on their Recall Due Date and any appointments they have on your schedule. If a future or completed appointment contains a treatment code that satisfies their Recall Type in your PMS/EHR, this appointment will count as a recall appointment and help determine the Recall Status:

1. Scheduled - the patient has an appointment scheduled AND the appointment contains an appropriate treatment code for their Recall Type.
2. Unscheduled - the patient does not have an appointment scheduled, OR their appointment does not contain an appropriate treatment code for their Recall Type, AND their due date is in the future.
3. Overdue & Scheduled - the patient has an appointment scheduled AND the appointment contains an appropriate treatment code for their Recall Type, AND their due date is in the past
4. Overdue & Unscheduled - the patient does not have an appointment scheduled, OR their appointment does not contain an appropriate treatment code for their Recall Type, AND their due date is in the past.
5. Completed - the patient completed an appointment which contained an appropriate treatment code for their Recall Type.

If you would like to filter the list by Recall Status, you can use the tabs across the top of the list.

To the right of the status, you may see a Family icon  that indicates how many family members are associated with this patient in your PMS/EHR. Hover over this to see those family members and if they are scheduled for their Next appointment or not.

The Details field offers a lot of useful information about each patient’s recall process. The first item listed in Details tells you how many Recall Reminders were sent to this patient through Adit; click on the Info icon to see a list of those reminders and when each one was sent.

If the patient has completed their recall appointment, Details will also show the time and date of the completed appointment.

If they have an appropriate recall appointment scheduled, Details will show you the date and time of that Next Appointment.

If they do not have a recall appointment scheduled, Details will show you the last contact made with the patient.

From this list, you can easily find and contact patients who are at risk of falling behind on their recare, ensuring that your practice maintains that recare production and that your patients maintain their healthiest possible smile!

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