Recalls are the 'logic' Practice Toolkit applies against your patient data.
You can adapt/add/edit the templates to make them bespoke to suit you.
This is a 'One-Off' task - once they're how you want them you need only revisit to tweak when you want to. Generally this is looked at in 'Stage 2' of the onboarding journey, it's the most time-consuming by far of the whole onboarding process, but, you need only do it once.
How do Recalls work?
Recalls apply...
any combination of Tests/Reviews/Treatments...
by your preferred staff group (e.g. Phlebotomist/HCA/Nurse/Pharmacist/GP)...
at a customisable frequency (3, 4, 6, 12 monthly or variable based on test results)
to...
a distinct Patient Population (based on selected SNOMED/Read codes) - inclusion and exclusion options available.
How should you set them up?
1) Activate the relevant recalls
We recommend starting by only using recalls you're already covering e.g. Asthma, Diabetes, DOAC, Hypertension etc. you can always activate more later.
Add any Enhanced Services or other funded activities your region is eligible for (as this varies per region, we can't template these). Once added you'll be able to enable 100% engagement and dramatically increase and simplify claims.
Recalls can be
'Active' - will be processed against your patient data and be used across PRO.
or
'Inactive' - no impact, effectively archived until you want to activate it.
This is done via Settings/PRO Recall List,
Select the recall you wish to switch by clicking the 'Access' button on the far right
In the 'Summary' tab, the first section 'Recall Status' has a button on the right allowing you to 'Activate Now' or 'Make Inactive'.
OR
A confirmation window will appear and confirm you wish to make the change
You'll be redirected to the recall list, and to update across Practice Toolkit, click the 'Process Clinical Data Now' button in the warning which appears.
2) Check the recall template contents suit the practice
The Summary tab
Will load as an overview of the other tabs, either review this or edit each tab
General Settings Tab
Review the General Settings and edit how you wish.
Select the relevant Categories for filtering/reports around Practice Toolkit. This is multi-select, select all which apply.
Enter the relevant claims information. To add a funding value, click the toggle to become 'Yes'
Enter the funding value as the maximum possible income per patient if all requirements are met - PRO will automatically ensure all requirements are met for all Patients.
If this varies within a recall consider making a 2nd recall (using the first as a template) to keep the funding reporting accurate. e.g. £x if the Asthma patient needs x and £y if the Asthma patient needs y.
If the funding is a fixed amount e.g. £2000 if the practice does 'xyz' express this in the 'Notes relating to the Claimable Funding' field and let us know - we'll try to adapt the functionality to allow.
Enter any reference note, deeper information or any relevant date ranges etc on requirements in the 'Notes' field to make it easier to return to in the future.
Population Tab
Ensure the relevant population is selected relevant for this recall. Only patients matching the 'AND' 'OR' criteria combinations you enter will be included. We'd recommend being generous with the coding selection (SNOMED/Read Codes both work) to capture variations in Staff coding preferences.
If you find it easier to exclude particular sub groups to use in another recall, or to temporarily avoid including use the 'Exclusion Criteria'.
Tests & Reviews Tab
Ensure the correct tests are being undertaken. Reach out to the support team (bottom right Help Widget) if you need an additional test which isn't listed.
By the relevant staff group for your practice
e.g. To switch a test from being done by a HCA to Nurse, enter it under the 'Nurse' Section and delete from the HCA section (using the dustbin icon).
Note that PRO will automatically optimise tests required into the smallest number of appointments based on staff groups. e.g. all tests in multiple appointments by a HCA will be merged into one appointment. OR where a recall need multiple staff groups will be multiple appointments.
At the relevant frequency for your practice.
Edit the frequency as you see fit, we'd recommend mimicking your current pattern at first and then adapt to be more frequency as capacity allows.
Where a frequency is dependent on a test result, you'll need to enter all ranges (up to 2 decimal places e.g. 'more than 10' and '9.99 or less' to be able to save)
3) Mark active recalls as 'Reviewed'
To avoid a warning displaying to staff when using PRO you'll need to mark active recall templates as 'Reviewed'. This affirms the Practice is happy to use them against your patient data.
This is managed from the top section of the 'Summary Tab'
For recalls where you've edited and saved a change it will automatically mark as reviewed.
Once all active recalls are reviewed (either from templates, or from edited recalls) the warning message will disappear.
Congratulations! You've completed the most time consuming element of Practice Toolkit, and are ready to process against patient data to get:
An accurate 12 month plan for all patients, covering all their recall requirements
Maximum earning potential across all patients