OfficeMate Knowledge Base : OfficeMate : Recalls

Selecting a different printer for recalls changes the Windows default printer

Customer Care — Fri, 29 Mar 2013 04:18:00 GMT

Abstract:

This issue affects users of OfficeMate v10 and will be corrected in a future version of OfficeMate.

When you recall patients and select a different printer in the Report Printer Selection window, the Windows default printer may change on that computer. this may affect other documents that you print on that computer from OfficeMate or other applications. You may continue to print documents to other printers by manually selecting another printer when you print.

To change the Windows default printer, perform the following steps:

In Windows, open the Devices and Printers (Windows 8), the Printers (Windows 7), or the Printers and Faxes (Windows XP) control panel.
Click the check box next to the printer or right-click the printer you want to set as the default and select Set as Default Printer

Understanding the Reminders or Recalls CMS Meaningful Use Reporting Criteria

Customer Care — Tue, 10 May 2011 03:04:00 GMT

Abstract:

When you select the Reminders or Recalls meaningful use criteria in the CMS Meaningful Use Reporting window and calculate the percentage, the denominator value represents the total number of patients 65 years old or older and 5 years old or younger who have an exam in ExamWRITER for the provider you selected from the from the Provider drop-down menu and within the date range that you chose for the report criteria.

The numerator value represents the total number of patients 65 years old or older and 5 years old or younger who are assigned to the provider you selected from the Provider drop-down menu, for whom a recall has been processed in OfficeMate or for whom Websystem2 generated a recall file, within the date range that you selected from the Reporting From Date and Reporting Through Date calendars.

Does OfficeMate have the capability to use an outside service to confirm appointments and send recalls?

Customer Care — Tue, 09 Jun 2009 03:43:00 GMT

Abstract:

Yes, OfficeMate integrates with 4PatientCare, which provides the following services:

Appointment reminders with confirmation and rescheduling.
Product ready notifications.
Web-based appointment scheduling.
E-mail and phone recall options.

For more information on this service, go to http://www.officemate.net/officemate_va_4PatientCare.aspx. This page provides links to 4PatientCare demonstrations and testimonials from other satisfied clients.

Why did the size of the typeface on my recalls increase?

Customer Care — Tue, 22 Apr 2008 12:13:00 GMT

Abstract:

In OfficeMate 7.2, the type (or font) size increased on postcards due to feedback our clients received from the United States Postal Service (USPS). To ensure postcards printed from OfficeMate are deliverable and meet the specifications outlined by USPS, the size of the type was increased and the positions of merge fields were adjusted slightly.

These adjustments may require that you alter the messages on your postcards to make them fit.

How do I customize recall schedules and recall patients?

Customer Care — Fri, 15 Feb 2008 06:57:00 GMT

Abstract:

To create new recall schedules, modify recall schedules, delete recall schedules, assign recall dates to patients, create recall letters, and print recall correspondences, see the attached article excerpted from the OfficeMate User's Guide. For additional help recalling patients, see the F1 online help in OfficeMate and view the OSSU 102, OSSU 202, and OSSU 503 iTrains at http://www.officemate.net/training_om_online.aspx.

Note: If your recalls stop printing in the middle of the job, re-create your recall correspondences from the Process Recalls window. For example, if you created recalls correspondences for all of your patients, but recalls only printed for patients with a last name beginning with A-L, re-create the recalls and then deselect the Select all names check box and type M in the Starting last text box in the Process Recalls window to print recall correspondences for patients with a last name beginning with M-Z.

Can I send one recall notice to patients with the same address or linked to the same guarantor?

Customer Care — Tue, 06 Nov 2007 05:26:00 GMT

Abstract:

OfficeMate does not currently allow you to send one recall per household.

Recalls are generated for individuals, not households. Members of a household can be on different recall schedules due either to timing or to varying degrees of eye health within a family.

When we indicate that a patient has a bad address, does that patient's name and address appear on any recall list?

Customer Care — Tue, 18 Sep 2007 06:02:00 GMT

Abstract:

Patients with the Bad Addr check box selected in the Patient Demographic window do not appear in the recall correspondence or the Internal Marketing Report.

Setting Up Recall Reminders for Services Recorded on Fee Slips

Customer Care — Thu, 28 Jun 2007 10:17:00 GMT

Abstract:

Follow the instructions below to set up a recall reminder for services that you record on fee slips. After following the instructions below, a window will open when you record the service on a fee slip that asks, "You need to set the patient recall. Do you want to do it now?"

Click the Products icon.
Select Products and Services.
Select Service from the Type drop-down menu.
Search for and select the service for which you want to set up a recall reminder.
Select the Recall Reminder check box.
Click Save.

Does OfficeMate work with continuous feed postcard stock?

Customer Care — Mon, 25 Jun 2007 06:14:00 GMT

Abstract: OfficeMate is not compatable with continuous feed postcard stock. OfficeMate recommends using postcard stock with four cards on 8½” x 11” sheets. You can purchase postcards from Medical Arts Press at 1.800.328.2179 or www.medicalartspress.com or from Marchon Eyewear at 1.800.645.1300.

How can I print a list of patients with no recall date?

Customer Care — Thu, 14 Jun 2007 07:54:00 GMT

Abstract:

To print a list of patients with no recall date, print the Patients w/No Recall Date report in the Reports, Statements & Graphs window.

Can I print recalls for a specific doctor in OfficeMate?

Customer Care — Tue, 05 Jun 2007 05:33:00 GMT

Abstract:

Yes, you can print recalls for specific doctors in OfficeMate. In order to print recalls for specific doctors in OfficeMate, ensure that patients have providers assigned to them in the Patient Demographic window. When you set up a recall letter or postcard, include the Provider merge field. You can then follow the instructions for creating and editing recall letters and processing recalls in the related articles linked below.

How do I remove a patient from my recall list?

Customer Care — Thu, 10 May 2007 12:03:00 GMT

Abstract:

To remove a patient from your recall list, follow the instructions below:

Click the Patients icon.
Find and open the patient's Demographic window.
Click the Recall tab.
Delete the recall information that you previously assigned to the patient at the top of the window (including the Next Recall date).
Click OK.

How can I remove the address2 line on postcards?

Customer Care — Mon, 30 Apr 2007 08:03:00 GMT

Abstract:

Currently, you cannot delete the address2 line, even if the patient does not have address2 information. An enhancement request has already been submitted, and this issue may be corrected in a future version of OfficeMate.

How do I change the format of my recalls from postcards to letters?

Customer Care — Wed, 25 Apr 2007 10:56:00 GMT

Abstract:

To change the format of your recalls from postcards to letters, or vice versa, perform the following steps:

From the OfficeMate main window, click Setup.
Select Customization.
Click the Recall tab.
Select a recall type from the drop-down menu.
Under the Print Letter/Postcard column, select the letter or postcard that you wish to print.
Repeat steps 4 and 5 for each recall type you want to change.
Click OK when you are finished.

Now when you process your recalls, OfficeMate will print the letter or postcard you selected. For complete instructions, refer to the OfficeMate User's Guide, which can be found in the Help menu within OfficeMate or online at http://www.officemate.net/PDFs/OfficeMateUsersGuide.pdf.

How do I print a patient's last exam date on recall correspondences?

Customer Care — Tue, 27 Mar 2007 10:41:00 GMT

Abstract: To print patient's last exam date on recall correspondences, follow the instructions below:

Open the recall correspondence in the Maintain Documents or CARE word processing window.
Place your cursor in the document where you want the home phone number to appear.
Click Insert on the toolbar and select Merge Fields.
Select Exam Date from the Merge Fields window and click Insert.
Click the X in the Merge Fields window to close the window.

For more information on using the Maintain Documents function to create and edit recall correspondence, see the "Maintaining Documents" chapter in the OfficeMate F1 online help and OfficeMate User's Guide (http://www.officemate.net/support_om_resources.aspx).

How do I print patients' home and day phone numbers on recall correspondences?

Customer Care — Tue, 27 Mar 2007 10:40:00 GMT

Abstract:

To print patient's home and day phone numbers on recall correspondences, follow the instructions below:

Open the recall correspondence in the Maintain Documents or CARE word processing window.
Place your cursor in the document where you want the home phone number to appear.
Click Insert on the toolbar and select Merge Fields.
Select Patient Home Phone from the Merge Fields window and click Insert.
Place your cursor in the document where you want the day phone number to appear.
Select Patient Day Phone from the Merge Fields window and click Insert.
Click the X in the Merge Fields window to close the window.

Exporting Recalls

Customer Care — Wed, 21 Mar 2007 12:12:00 GMT

Abstract: To create and export an internal marketing report with recall information for GatewayEDI or another vendor, follow the instructions below:

Click the Reports icon in OfficeMate.
Click the Internal Marketing tab.
Select appopriate criteria for your recalls.
Click Preview.
Click the Export Report.
Choose a format and destination for the exported report and click OK.
Note: If you are sending your recalls to GatewayEDI to be processed, select the MS Excel 97-2000 (Data only) format.
Select a page range or format options and click OK.
Navigate to an export destination and type a file name and click Save.

If you are processing your recalls through GatewayEDI or another vendor, send them your exported recall information and a copy of the recall letter that you want to be sent.

How can I print postcards for only a specific set of insured patients?

Customer Care — Fri, 22 Dec 2006 07:31:00 GMT

Abstract:

To print postcards for only a specific set of insured patients in OfficeMate, create a recall postcard (see the related articled linked below for more information on creating postcards), a new recall type for this scenario, and then assign the recall type and postcard to the specific set of insured patients (see the linked related article below for more information on recalls).

Or, an easier solution is to simply create and print labels from the Internal Marketing report for patients with the specifc insurance (see the related article linked below for more information on creating labels) and then create and print postcards for the patients and affix the labels to the postcards.

Can I change the font in which the patient's name and address are printed on the postcards?

Customer Care — Wed, 13 Dec 2006 11:09:00 GMT

Abstract: No. OfficeMate does not currently allow you to change the font, style, or size of the address information on postcards.

How can I prevent OfficeMate from creating recall notices for a deceased patient?

Customer Care — Thu, 30 Nov 2006 03:39:00 GMT

Abstract: Mark the patient as inactive and deceased in the Patient Demographics window. Refer to the related article below for information on denoting a patient as deceased.

How do I prevent recall letters from being sent to patients who have already scheduled an appointment?

Customer Care — Thu, 16 Nov 2006 11:26:00 GMT

Abstract:

To prevent a recall letter from being sent to a patient who already has a scheduled appointment, perform the following steps:

Open the Patient Demographics window.
Click the Recall tab.
Update the Next Recall date and click OK.

At this time, Appointment Scheduler is not tied to Recalls. Thus, unless you update the Next Recall in Patient Demographics, a recall letter will be sent regardless of whether the patient has already made an appointment or not. The recall letter is a useful tool to remind patients that if they have already scheduled appointments, that they may be coming up soon.

Notes: If the patient cancels the appointment or does not keep the appointment, you must manually update the Next Recall; otherwise, the patient will not receive future recall notices.