Many clinics we work with ask how to run a call-back report to be able to check on their patients who’ve recently undergone procedures. There’s a quick and easy way to do that.
The Call Back List does just that – once a procedure is added to the invoice, the patient is automatically added to this list that you could use to check on them.
How to Access the Call Back List:
- Go to the Reports tab.
- Click on Client Communications.
- Click on Call Back List.
- Input the desired start date, end date, and user (seen by). If running for one day, the start date and end date will be the same.
Here you can view every patient who has undergone a procedure in that time frame with that provider for follow-up.
There are a couple of things that need to be done to ensure the list populates with the correct information. First, make sure your procedures are in fact marked as procedures (toggle Procedure to ON) in Items and Services. Having the procedure toggle on adds the patient to the Call Back List once the service has been added to the invoice. Check out this article for help with Adding and Editing Items and Services. Second, make sure the correct provider is selected from the “Seen By” dropdown, either on the chart note or at the checkout screen.
On the report, the date listed in the date column indicates the day the procedure was performed.
We tend to see clinics pull this on a weekly basis or on the day after the procedure.
While there is not a way to "clear" call backs once completed, what we'd recommend doing is printing off the Call Back List report and using that list to cross out or check off patients once they've been given a call back.