As new recall reasons are synced from your clinical software into your HotDoc Dashboard, you will need to assign them to Template Groups so HotDoc knows which recall communications to send out.
There are a couple of places you can assign a reason in the HotDoc Dashboard:
- The Template Groups section
- The To Action screen
Please follow this guide to see how to assign recall reasons to a template, or how to edit existing recall reasons if they're assigned to the wrong ones.
Best Practice, Medical Director (Pracsoft), Zedmed
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In this article |
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All variations on the spelling and case used in a reason are regarded by HotDoc as separate reasons and each variation needs to be added to a template group. For example, if a clinical reminder for a skin check is entered on your practice management software as either Skin Check, SKIN CHECK or skin check, then each of these reasons are regarded as separate reasons and all need to be individually added to the template group "Skin Check". It is best to use the Template Group section to manage variations of the same reasons. |
How to assign, edit or remove a recall reason to a template
You can see all your templates in the Recalls > Templates Groups section in the HotDoc Dashboard. If you have a number of new reasons synced, or if you've incorrectly assigned a reason, use this guide to assign and un-assign as needed.
- Login to the HotDoc Dashboard
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Click on the Recalls tab, then select Template Groups. This page shows:
- All the templates for both Clinical Reminders and Results
- All the reasons associated with each template
- The sequence assigned to the template
- Whether the template is set to send automatically or manually (if paused).
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To search for a template or recall reason , use the search bar under 'templates' or the search bar under 'reasons':
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To add, edit or remove a recall reason assigned to a template, select the green 'Edit Reasons' button:
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To add/assign reasons, in the "Unassigned Reasons" column, select the box next to a reason to add it to this template (it will then appear under the 'Assign Reasons for x' column). Select Save to save changes:
- To edit or remove a reason from the template, in the 'Assign Reasons for x' column' click the ‘X’ next to the reason and then press Save.
- For any recalls that you removed/unassigned from a template, you can now add/assign to the appropriate template using the instructions above.
How to assign a reason to a template in the 'To Action' section
The To Action section of the Dashboard is a great option for quickly assigning reasons as you are working through other recalls that require your attention.
- In the Recalls > Clinical Reminders or Results section of the Dashboard, click the 'To Action' tab:
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When there is a recall with the status: To action - New reminder type, select the recall to edit this.
- A window will appear with the recall details. Select the green Get Started button to start the assigning process:
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You can then select an existing template from the drop-down menu that relates to this reason and select Assign to Template. Alternatively if no template matches, select Create a new template and follow the prompts to add a new template:
- If assigning to an existing template, press the green Send button to confirm this action.
This allows all recalls with this reason assigned to it to start sending as per the template's sending sequence.
Optomate
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In this article |
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All variations on the spelling and case used in a reason are regarded by HotDoc as separate reasons and each variation needs to be added to a template group. For example, if a recall for an Eye test is entered on your practice management software as either Eye test, EYE TEST or eye Test, then each of these reasons are regarded as separate reasons and all need to be individually added to the template group "Eye test". It is best to use the Template Group section to manage variations of the same reasons. |
How to add, edit or remove a recall reason to a template
You can see all your templates in the Recalls > Templates Groups section in the HotDoc Dashboard. If you have a number of new reasons synced, or if you've incorrectly assigned a reason, use this guide to assign and un-assign as needed.
- Login to the HotDoc Dashboard using your HotDoc login.
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Click on the Recalls tab, then select Template Groups. This page shows:
- All the templates for both Clinical Reminders and Results
- All the reasons associated with each template
- The sequence assigned to the template
- Whether the template is set to send automatically or manually (if paused).
- To search for a template or recall reason , use the search bar under 'templates' or the search bar under 'reasons':
-
To add, edit or remove a recall reason assigned to a template, select the green 'Edit Reasons' button:
-
To add/assign reasons, in the "Unassigned Reasons" column, select the box next to a reason to add it to this template (it will then appear under the 'Assign Reasons for x' column). Select Save to save changes:
-
To remove reasons, select Edit Reasons. Click the ‘X’ next to the Assigned Reasons that you wish to remove, then Save.
- For any recalls that you removed/unassigned from a template, you can now add/assign to the appropriate template using the instructions above.
How to assign a reason to a template in the To Action section
The To Action section of the Dashboard is a great option for quickly assigning reasons as you are working through other recalls that require your attention.
- In the Recalls > Recalls section of the Dashboard, click the 'To Action' tab
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When there is a recall with the status: To action - New reminder type, select the recall to edit this:
- A window will appear with the recall details. Select the green Get Started button to start the assigning process:
- You can then select a pre-existing template to assign the reason to from the drop-down menu and then select Assign to Template.
- Alternatively, if no current template meets your needs, you can select Create a new template to be guided through the creation process: