i-Clarity recalls can be separated into three sections: schemes, stages, and communications. The function of the recall schemes is to manage the expiry date of the patient’s prescription and when the patient is due for another appointment. Stages manage the time intervals of the patient’s reminders. Communications allow you to individualise your reminders to different groups of patients and manage the order of your communication type preferences.

This article looks at the first 2 steps, setting up recall schemes and stages.

Recall Schemes

Navigate to the Recall Scheme tab in the maintenance module.

Working in the top half of the screen, you need to add each of the schemes that you want available for use, filling in the boxes just below the grid from left to right.

1. Insert scheme name E.g. CL 6 months in the first box.
2. Add any notes in the next box.
3. Add the time before the patient is due to return in months in the next box along.
4. Add the expiry of the prescription. So E.g. you may want the patient to return in 6 months for a contact lens check, but the prescription will be valid for supply for 12 months. This will allow the system to supply contact lenses for 12 months even after the patient’s 6-month return period.
5. If a patient has a recall communication due, but already has an appointment booked in, i-Clarity will not generate the communication. If you would like this recall to generate even if the patient has an appointment booked, you can tick the appointment checkbox.
6. Finally, you need to assign a scheme type. Eye Exam scheme types should be assigned to recalls that need to be available for selection from the spectacle prescription or main Clinical Record form. Contact Lens schemes should be assigned to recalls that need to be available from the CL Rx or Contact Lens Clinical Record. Scheme type other should be used for any recalls you would like to select from the Other/Supplementary Clinical Record (Clinical record users only). Scheme type none should be assigned to recalls that do not fall into any of the above categories. Please note, you can only assign a patient one eye exam, contact lens and other recall but you can assign a patient multiple recalls attached to the scheme type none. CL Rec or Specs Rec should be assigned to recalls that you wish to automatically send to inform patients that their contact lenses or spectacles are ready to collect. Recalls of this scheme type go out automatically when you receive jobs in on the system. Choose the Spec Coll scheme if you are setting up a recall that you want to send to follow up with patients after they have collected their spectacles. Recalls of this scheme type go out automatically a pre-set number of weeks, of your choosing, after you have collected the spectacles off the system.
7. Click add.

Recall Stages

Once you have added your scheme to the list you can add “Stages” to it. Each stage indicates the time interval of when recalls and follow up recalls are sent for each of the schemes.

1. Highlight the scheme you want to add stages to by clicking on the line in the top half of the screen. The arrow in the first column indicates which line you are editing.
   
   
   
2. In the bottom half of the screen, fill the boxes in from left to right.
   
   
   
3. Insert the sequence number, E.g. 1 for the first time you want the patient to be contacted, into the first box.
   
   
4. In the next box type how many days between communications. Sequence number 1 should be how many days after the appointment you want the communication to be sent, all further sequences should be how many days after the previous communication was sent.
   
   
5. Communication stage name will be pulled through to the “Recall Communication” tab and so needs to be explanatory, E.g. Scheme Name + Stage number
   
   
   
6. Click add.