Appointment recall can be found under mail lists. It will automatically search the database for clients tagged for recall from previous input on the Client Address form. It will send a second notice if the client does not respond to the first and will automatically stop sending after the third month, unless the update tool is used to reset the client for the desired recall. Select the amount of months to recall and press update. Use "Report Archive" to view the last time any of these procedures were taken. *The appointment recall tool is location sensitive.

* Note, these functions may not be available on your version of Optizone, please contact our office or your distributor for an upgrade if required.

The list will be generated for clients that are due to be recalled. Using the "Via Mail" recall tool, you will have several options. You may create mail labels to affix to an appointment recall post card. You may create letters that can be folded into a window envelope for direct mailing. These letters need to be created in the "Letter Library" so that you may reference them as often as you like. You may create a phone list for telephone recall by selecting the "Phone List" radio button. Use view or print as required. These functions will be recorded under "Report Archives" for future reference. View "Report Archives" from appointment recall - archives from the "Main Navigation" screen.

Repeat this procedure using the e-mail tool for sending recalls electronically. You may recall by e-mail first and then remove the e-mailed recalls to avoid using the phone or mail methods. To remove and update clients from the recall list, you have two options. You can update the file directly under the "Client Information" address screen or you may use the "Update" tool to reset their recall.

For instance, you may have sent all the recalls with available e-mail addresses a recall and you do not wish to call or mail them. To remove them from the list, select the recall time period and click "Update E-mail Only" on this screen. You may then go back and build a list for phone or mail. When all updates have been performed, click "Update All". This will remove them from the current list and allow you to proceed to the next day without recalling the same client repeatedly. 

When making appointment recalls, you have the option of simply making a list so that the client may be telephoned for recall. The client number is available to quickly reference the client file for editing the next appointment date. The field "Monthly Recall Interval" on the client address file, must be edited so that the name will not reappear on the list on a subsequent day. Notes created on the patient file will also appear on this list. For example, If a client wants to be reminded to buy disposable lenses, place a message in "Notes" on the client file and use the appointment recall phone list to generate a notice when the time becomes due. *The appointment recall tool is location sensitive (if you have multiple store locations).

Use this function "Monthly Recall Interval" to reset appointment recalls to their next appointment date. You can select the recall date to 12 months for instance and all the clients will be reset to a year in the future. Once update has been done, these files will not show up on appointment recall until their next scheduled date.

Do email appointment recalls first.

It is practical to send update email first and then update them with the "Update Email Only" function. This way the clients without an email address can be sent mail only. You will save money not post mailing to the clients that you can reach at no cost with a valid email address.

Your other option is to not use this function and update their recall as the clients come in or are in contact. The recall tool will send notices for three months and then stop. The email and letter notices that have been generated in appointment recall will be logged in the letter log on client information.