Six-month check-up recall¶

Recalls are the steadiest source of appointments a practice has. This workflow invites the patient, then checks the calendar a week later, so reception only phones the people who have not booked.

The Six-month check-up recall workflow on the canvas: Check-up due, then Recall text, then Wait a week, then Booked already?, then Nothing booked?, then Phone patient

Before you start¶

A date custom field on the patient holding the next check-up date

The workflow¶

Step	Task	Type	What it does
1	Check-up due	Date Trigger	Starts two weeks before the check-up is due
2	Recall text	SMS	Texts the invitation to book
3	Wait a week	Delay	Waits a week
4	Booked already?	Calendar	Counts the patient’s upcoming appointments
5	Nothing booked?	If Statement	Continues only when nothing is booked
6	Phone patient	Workflow Note	Asks reception to phone the patient

About the variables

Values such as {{task_36370_…}} carry the number of the task they come from, so yours will differ. Do not type them: click into a field and pick the value from an earlier task.

1. Check-up due¶

Task: Date Trigger. Starts two weeks before the check-up is due.

Field	Set it to
Date Field	Your date field
Interval	`14`
Unit	`Days`
Time of Day (UTC)	`14:00 UTC`

2. Recall text¶

Task: SMS. Texts the invitation to book.

Field	Set it to
Client	`{{task_36370_client_id}}`
To (phone number)	`{{all_contacts}}`

Message

Hi {{task_36370_first_name}}, it is time for your six-month check-up at Neverland Dental. Reply with a day that suits you and we will book you in.

3. Wait a week¶

Task: Delay. Waits a week.

Field	Set it to
Delay Type	`Specified Time`
Weeks	`1`

4. Booked already?¶

Task: Calendar. Counts the patient’s upcoming appointments.

The Calendar task named Booked already?, opened to its settings

Field	Set it to
Action	`Find meetings`
Client (optional)	`{{task_36370_client_id}}`
From	`today`
To	`in 60 days`
Return	`Just how many there are`

5. Nothing booked?¶

Task: If Statement. Continues only when nothing is booked.

Field	Set it to
Condition	`{{task_36373_count}}` equals `0`

6. Phone patient¶

Task: Workflow Note. Asks reception to phone the patient.

Field	Set it to
Action	`Create Note`
Client ID	`{{task_36370_client_id}}`
Note Type	`Note`
Priority	`Medium`
Due Date	`Now`
Tag Users	Tiger Lily
Message	`Check-up recall. A text went out a week ago and nothing is booked. Please phone the patient to book.`

Make it yours¶

Add an Edit a Client task after a booking to move the check-up date six months on.
Change the wording for hygienist visits, vaccinations or annual check-ups.