Hygiene has three open slots on Thursday and the schedule coordinator is asking who to call. The list she needs is in Dentrix, but it is not called a recall report. Dentrix calls it Continuing Care.
Where is the recall report in Dentrix?
Dentrix keeps recall in the Continuing Care module. It is opened from the Appointment Book, through the File menu or the Continuing Care toolbar button.
The module shows a list of patients, one row per continuing care type per patient. A patient with both a PROPHY and a PERIO type appears twice. What you see depends on the view that is selected, and the default view is rarely the one you want.
How do I set up a view that shows overdue patients?
Views are saved filters. Set one up once and it stays.
- In Continuing Care, open the Views menu and choose to set up or add a view.
- Name it something plain: “Overdue, not scheduled”.
- Set the Continuing Care type to PROPHY. Make a second view later for PERIO.
- Set the due date range. Start six to twelve months back, end at the end of this month.
- Under appointment status, choose patients without a scheduled appointment.
- Set the patient status to Active or Patient so inactive and non-patient records stay off the list.
- Save and select the view.
The count of patients shows in the window. Sort by the Due Date column so the longest overdue sit at the top.
How do I print it?
With the view selected, use the File menu to print the Continuing Care list. The printout carries the patient name, phone numbers, due date, type and the date of the last visit. The same File menu lets you print mailing labels and merge letters for everyone on the list, which is the fastest way to run a postcard batch.
If you would rather work from a screen than paper, leave it open. Double-clicking a patient opens their appointment information, and the Office Journal records any call you note.
What do the columns mean?
| Column | Meaning |
|---|---|
| Due Date | Last completed prophy or perio maintenance date plus the interval set for the patient |
| Type | PROPHY, PERIO, BITEWINGS, PANOREX, or a custom type |
| Appt | The next appointment date, or blank |
| Prior Treatment | The last procedure that reset the due date |
| Status | A Continuing Care status your team sets, such as Left Message |
The due date is only as good as the interval. A patient set to a four-month interval after perio treatment who is later switched back to PROPHY needs the interval corrected or they will show up overdue every four months for the rest of their life.
A worked example
A practice with 2,100 active patients selects the “Overdue, not scheduled” view with a twelve-month window. 164 PROPHY rows come back. After removing nine patients who are on the Unscheduled list already and six who have moved, 149 remain.
Hygiene visits average $195 at this practice. 149 times $195 is $29,055 of visits that are due and not on the book. That is found, not recovered. If the coordinator books 25 this month and 22 of them are seen and paid, recovered is 22 times $195, or $4,290.
Call the top of the list first. A patient fourteen months overdue has a worse chance of coming back every month that passes.
What Calibic adds
Smart Recall is LIVE for Dentrix. Calibic reads the continuing care, appointment and patient tables over read-only SQL, builds the overdue-and-unscheduled list without any view setup, and ranks it by how likely each patient is to say yes based on their appointment history. The count shows on the Daily Huddle each morning.
Dentrix does not expose who last contacted the patient over SQL, so Calibic does not pretend to know. Texting and campaigns are coming and are marked ROADMAP. Calibic never writes to Dentrix, so your Continuing Care statuses are untouched.
See the ranked list on the Smart Recall product page. The sibling guide explains the Dentrix unscheduled treatment report, and the Dentrix integration page lists what Calibic reads and what Dentrix cannot tell it.