WINKemr: Setting a recall date

Setting Recalls from WINK emr

This article will explain the 3 types of recalls that can be set from WINKemr, how they are being calculated, to which field they are mapped in WINKpms, and which filter to select from the Patient Communication page to build your list of recalls.

1. The 3 different recall fields
2. How recalls are being calculated
3. Where to find each recall field
4. Which patient communication filter to choose for your recall list

 

The 3 different recall fields

1. Eye exam recall date based on the patient recall frequency - is updated automatically
2. Eye exam recall date based on any visit -  has to be updated manually 
3. Special recall dates "Recall Date 1" and "Recall Date 2" - has to be updated manually 

How they are being calculated

 1. Eye Exam based on patient recall frequency

If you started an exam by clicking "Start Visit" rather than "Add Consultation", this will be the default option.

In the recall section of your exam, your recall frequency will be pre-populated with a default number of months that was selected by your database administrator. Unless you want to change the recall frequency for this patient, no other action is required. 

However, for a recall date to be updated automatically based on your visit, they must fulfill ALL of these 4 conditions:

a. The visit is linked to an appointment in the calendar 

b. The type of appointment that was booked is a service flagged as being a "Complete eye exam / is subject to patient recall frequency" 

c. The patient recall frequency must not be "0" (zero)

d. The visit must be marked as "Complete"

Recall based on patient recall frequency

So basically, WINK will add the number of months from the recall frequency to this patient's last complete eye exam. If a patient comes in and was booked for an emergency visit (assuming that this service is not flagged as being a complete eye exam), the recall date should not change. The logic is that if a patient comes in January for a regular eye examination and then in March of the same year for an ocular emergency, then we still want to recall this patient for their routine eye exam based on their visit in January.

NB: Because all these calculations are based on appointments, this method cannot work if you are not using the WINK calendar!

2. Eye exam recall date based on any visit

If you started your exam by clicking on "Add Consultation" rather than "Start a visit" from an appointment, this will be the default option because the patient recall frequency can only be calculated based on the date of an appointment, which we don't have in this case.  

In the recall section of your exam, the recall frequency will be blank and you will need to select a number of months/year(s) so that this number can be added to the date of this visit and set the next recall date.

Recall based on any visit

 

NB: This recall field was created for ECPs that are not using the WINK calendar to manage their appointments!

3. Recall Date 1 and Recall Date 2

If you need to see a patient for any specific reason (a dilation or a visual field in a few months, for example) you may select up to 2 additional dates.

If you need to see a patient for a follow-up very soon (ocular emergency follow-up, for example), we recommend that you book an appointment right away rather than using Recall Date 1 and Recall Date 2. 

Specific Recall (Recall Date 1 & 2)

NB: These 2 recall fields are available whether or not you are using the WINK calendar to manage your appointments!

Where to find each recall date in WINKpms

1. Recall based on patient recall frequency and last "complete eye exam" (set automatically):

2. Recall date based on any visit (set manually):

3. Recall Date 1 & 2 (set manually):

Patient communication: which filters should you be selecting?

1. Recall date based on patient recall frequency:

2. Recall date based on any visit:

3. Recall Date 1 & 2:

If you are setting recalls using multiple methods, or if you are in between methods and want to make sure that you've caught every recall, you can add patients using all 3 filters in the same list:

1. Select your first filter (for example: Patient Recall Frequency) and date range
2. Click search
3. On that same screen, change the filter (for example: Exam Recall) and keep the same date range
4. Click search

This can potentially add patients to the same list, however the same patient cannot be added twice.