4. Recaller Criteria Reference
How do each of the Recaller criteria work? What would each one be useful for? The catalog of criteria options in this section explains the purpose and effect of each criteria.
4.1. Include/Exclude By Insurance Plan(s)
Select the Include or Exclude By Insurance Plan(s) criteria in order to limit your recall to all patients who have (or do not have) a specific insurance policy.
When you select an Insurance Plan criteria, the Recaller will prompt you to select a plan or group of plans.
Use function keys at the bottom of the screen to select an individual plan, all plans, deselect all plans, list and select plans by insurance group, or search for a plan.
Uses: You may need to contact all families under a certain insurance plan to inform them of a change in policy or that you are dropping the plan. You may wish to inform your patient population of a new service, but only inform patients with insurance policies that permit the service.
4.2. Patient's Last Visit Date
Select the Patient's Last Visit Date criteria in order to limit your recall to all patients with a recent appointment during a specified date range.
When you select the Last Visit Date criteria, the Recaller will prompt you to enter a date range for the patients' last visit date.
Uses: The Patient's Last Visit Date criteria is often used to limit a recall to active patients, as determined by those who have visited your practice within the past three to five years. You could also use it to create a list of patients who have not visited your practice in many years so that their charts may be archived.
4.3. Date of Birth, Next Birthday
Select the Patient's Date of Birth or Next Birthday criteria in order to limit your recall according to patient age or birthday.
When you select either of the birthdate criteria, the Recaller will prompt you to enter a date range.
Uses: The birthdate criteria should be used when you need a list of all patients of a certain age. You could use this criteria to recall certain patient age groups for flu shots or other services. The birthday criteria could also be used monthly to send birthday cards to your patients.
4.4. Next Physical Due Date, Last Physical Date
Select the Next Physical Due Date or Last Physical criteria in order to limit your recall according to a patient's physical schedule or history.
When you select either of the physical criteria, the Recaller will prompt you to enter a date range.
Uses: The physical criteria can help you find all patients who are overdue for a physical or have a physical due during the coming months. You could also create a list of patients who have not had a physical for more than a year.
4.5. Include/Exclude by Patient or Account Status Flag
Select one of the four status flag criteria to filter Recaller results by a patient or account status flag.
When you select any of the status flag criteria, the Recaller will prompt you to select the flags, and then ask whether any or all of the selected flags are needed to include or exclude the patient from the recall.
Unless you are searching for a particular combination of multiple status flags on a record, select the ANY option.
Uses: Status flags are used to categorize and mark accounts and patients for a wide variety of reasons, any of which may be a good reason to recall a patient or exclude them from a recall. If a patient record is flagged deceased, dismissed, or transferred, for example, you would want to exclude them from a physical recall. You could also use the Recaller to send a form letter to all accounts flagged "Collection."
4.6. Patient's Primary Care Physician (PCP)
Select the Primary Care Physician criteria to include only a specific provider's (or providers') patients in a recall.
When you select the Primary Care Physician criteria, the Recaller will prompt you to select a provider or provider group.
Uses: Add this criteria to limit any other recall to a subset of your providers. You may need to inform all of a provider's patients that a physician has new office hours at a new location or that he or she is retiring.
4.7. Date Patient Added to Partner
Select the Date Patient Added criteria to find patients based on when they were added to the Partner system.
When you select the Date Patient Added criteria, the Recaller will prompt you to enter a date range.
Uses: This criteria can help you find new patients or families, regardless of their visit history. It can also produce a list of all patients added to your Partner system in the past year.
4.8. Zipcode of Custodian
Select the Zipcode criteria to find patients living in a certain area.
When you select the Zipcode criteria, the Recaller will prompt you to enter a zipcode or zipcode range.
Uses: A zipcode recall could help you notify families and patients of regional issues, such as a new office location or new city and state ordinances.
4.9. Include or Exclude by Appointment Date/Reason/Provider
Select the appointment criteria to include or exclude patients based on appointments in the Partner scheduler.
When you select an appointment criteria, the Recaller will prompt you for an appointment date range, a visit reason or reasons, and a provider or providers.
Use Select All: You may only care about a patient's appointment date, regardless of the provider or visit reason, or care only about the visit reason, regardless of date or provider. Note that you can use the Select All function on the Visit Reason and Provider screens to remove that item from the appointment filtering.
Uses: An appointment-based recall helps you exclude patients with scheduled appointments from physical reminders. You could also find all patients who saw a certain provider for a physical or any other visit reason.
4.10. Include or Exclude by Procedures/Provider
Select the Procedure/Provider criteria to find or exclude patients who received certain procedures.
When you select a Procedures/Provider criteria, the Recaller will prompt you to select a date range, a procedure or procedures, and then a provider or providers.
Uses: A procedure recall is ideal for performing an immunization recall when you discover a bad immunization. You could also combine the exclude procedure criteria with the "Patient's Date of Birth" criteria to find all patients of a certain age who have not received a specific immunization or other recommended procedure.
4.11. Include or Exclude by Diagnoses Performed
Select a Diagnoses criteria to include or exclude patients who have received certain diagnoses.
When you select a Diagnoses criteria, the Recaller will prompt you to select a date range and then a diagnosis or diagnoses.
Uses: A diagnoses recall is ideal for finding all asthma patients, all ADD patients, or all patients suffering from any other diagnoses, in order to remind them of services or opportunities. You could also run a recall using a list of diagnoses to remind high-risk patients of a flu clinic.
4.12. Gender of Patient
Select the Gender criteria to find only male or female patients.
When you select the gender criteria, the Recaller will prompt you to select male or female patients.
Uses: You can limit any recall, for any reason, to one gender or the other.
4.13. Accounts with No Dependents
Select the Accounts with No Dependents criteria to find families whether or not they have dependent patient records.
When you select the Dependents criteria, the other criteria you select will be used to filter families, and the results will include guarantor accounts whether or not they have any applicable patients.
Uses: You might use this criteria if you wanted to contact all families in a certain zipcode, or who have a certain status flag, regardless of whether or not the family had a dependent patient in your records. Using this criteria will help you contact members of divided families and expectant families who may not yet have a patient record.