Standard Recall template
1. The easiest way to automatically send recall messages to patients is by using the Recalls template. This template is sent one time, on the six-month anniversary of a patient's last appointment if they do not have an upcoming appointment on the schedule (this is the default, the cadence can be modified)
Custom Recare template
2. Another automatic recall method is the Custom Recare template (when available--it must be enabled by our team in Tools, and is only available for some EHRs). This template is sent based on the recorded due date in the EHR for the patient's next appointment.
These two templates automatically target patients who either have not been seen in a set amount of time (6 months is the default) or patients who are overdue for their regular Recare visit (usually Prophy or Perio).
3. The Campaigns feature is a third recall option.
Create a Recare campaign
1. Navigate to Campaigns from the NexHealth home page.
2. Select New Campaign.
3. Give the Campaign a name, and select the desired locations. Then click Continue.
You can also click on "Select All Locations" to enable all locations listed on the dropdown.
4. Use the filters available in the "Select Audience" tab narrow down the list of patients.
5. To send out a recall message to patients that have previously had an appointment, but haven't scheduled a follow-up appointment, navigate to the Appointments filter.
In this example, our campaign targets patients who were last seen before November 2023 (these patients are outside of the 6-month standard recall window), but have not scheduled a follow-up yet. Select the Without an appointment filter and for the in the last filter change the number to 7 months to filter all patients within that time frame.
You can also filter based on the patient's previous appointment type, provider, operatory, and/or status.
In addition, EHRs for which we can read Procedure Codes (Dentrix, OpenDental, Dentrix Enterprise, and Eaglesoft) may want to select the specific Procedure Codes associated with those patients (e.g. unscheduled treatments such as fillings or crowns).
6. Once you have selected all of the filters desired, select Save.
7. Click Continue to verify the patient list.
8. A list will appear showing all the patients that fit the selected filters. Double check that the patients are correct and remove any that should not be included by clicking on the trash can to the right of their name, then select Continue.
9. Click on + Add email and/or + Add text message to build and edit the message as desired. The AI Campaign assistant can be useful for this purpose!
10. Once the message is complete, click Save and exit.
11. Click Send the campaign immediately or Schedule to set a time to send it. You can also view and/or send a test message.