Automated Recall Types

Automated recall types control the automatic generation of recalls. They can be edited by the Communicare Administrator.

Note:

Changing the details of Automated Recall Types affects the future generation of recalls and attempts to force existing recalls to conform to the new rules.

Recalls created by a service provider are not deleted, except in the following circumstances:
  • If you regenerate recalls
  • If the recall is no longer valid. For example:
    • If the patient's sex has changed or the recall rule sex has changed
    • If the patient's aboriginal status has changed or the recall rule aboriginal status has changed
    • If the minimum or maximum age has changed or the patient's age is no longer within the recall rule range
To create an automated recall:
  1. Select File > Reference Tables > Automated Recall Types.
  2. In the Automated Recall Types window, click Add iconAdd.
  3. In the Recall type properties window, from the When list, select the type of rule. Choose from:
    • On Registration - a recall is added to all patients' files according to the parameters you set. You should define the item you are recalling and the age at which the recall should be dated. Other parameters are optional.
    • On Completion or On Presentation - these recalls are created only when a specific procedure (on completion) or condition (on presentation) is added to or exists in a patient's file. Define both the recall and the item or item group that triggers the recall.
    • On Qualifier - this rule behaves like the On Completion and On Presentation recalls but is triggered by a response to a qualifier. Specify the qualifier. If the qualifier is numeric, a range of values can be specified. If the qualifier is Yes/No or a checkbox, define the response (any, true or false). If the qualifier is a dropdown list, define the outcome.
  4. In the Recall for field, click Ellipsis buttonEllipsis and in the Clinical Terms Browser, select the clinical item for which you are creating a recall.
    Ensure that the clinical item class is appropriate for the rule type selected in step 3.
  5. Specify other information appropriate to the rule type selected in step 3.
    • Sex - all recall types can consider the sex of the patient. If you specify a sex, the automated recall is not added to a patient of the other sex, or no sex.
    • Aboriginal only - all recall types can consider the aboriginality of the patient. Set to include only those patients who are Aboriginal or Torres Strait Islander, or both.
    • Min Age, Max Age - all recall types can consider the minimum age and the maximum age. If a patient has a recall still outstanding and reaches the maximum age, the recall is deleted by the system. Minimum age for On Registration recalls is very rarely required. Discuss with Communicare before enabling this rule.
    • Age - for On Registration, specify the age of the patient when the recall will be due.
      • If you want the recall to trigger for all patients, including those younger than the age you specify and those not yet added to the system, set an age and ensure the Min Age is null. For example, set age to 12y to trigger a recall for all patients under 12 years and those not yet added to the system, which will be due on their 12th birthday.
        Tip:
        You can filter the To Do list to only display recalls that are due soon.
      • Ensure you include a measure: d for days, w for weeks, m for months, y for years. Communicare assumes a value with no other information is in days.
        Note:
        A month is always 30 days and a year is always 365 days, so 12 months is slightly less than 1 year.
    • Offset - for On Completion and On Presentation instead of specifying the age of the patient as a date for the recall, define the time after the trigger item is added for the recall.
    • Responsibility - assign the responsibility to complete a recall to a user group as a default for the recall type. All new recalls then have the responsibility set to that default user group.
    • Expiry - for On Completion, On Presentation and On Qualifier recalls, specify an interval of time following the planned date of the automated recall. If a user has not completed or cancelled a recall before its expiry has elapsed, the system cancels the recall with the reason Expired. This option is only available for clinical item types with Allow Recall Expiry selected.
    • Needs confirmation by user - set to force providers to confirm that they want a recall before they can save it. Set this option if you want providers to think about a recall before automatically generating it.
  6. Set Enabled.
  7. Click Save.
The recall type is added to the list in the Automated Recall Types window. Recall types are colour-coded:
  • Red - On Registration recall types
  • Blue - On Completion recall types
  • Purple - On Presentation recall types
  • Green - On Qualifier recall types
  • Grey - all disabled recall types

Enabling automated recalls automatically generates recalls for the item in all eligible patient files. However, if a patient has had the same automated recall type previously cancelled in their clinical record, Communicare respects that past decision and a new automated recall is not generated.

If required you can disable an automated recall type. All automatically generated recalls will be deleted, including those that have any comments or that have been customised. On qualifier recalls are not deleted because they behave like manual recalls. For more information, see Removing outstanding recalls.

To hide all disabled recall types, in the Automated Recall Types window, set Hide Disabled.