NextGen Knowledge Center

Print or Export Batch Recall Letters

Patients with recalls qualify for letters based on their expected Return Date and the Send 1st/2nd/3rd Letter n Days Prior setting for their Recall Plan in File Maintenance.

For example, if a patient’s expected return date is 06/01/2016 and the recall plan is set up to generate the first letter 45 day prior, the patient qualifies and is added to a letter queue on 04/17/2016. Other patients may qualify and be added to the letter queue on a daily basis. Because of this, recall letters should be monitored and printed/exported regularly.

The number of recall letters in the queue can be monitored from the Letters section on the Advisor window in NextGen® Enterprise PM.

  1. From the File menu, select Print Forms, then Letters, and then Recall Letters.
    The Recall Letters window opens.

  2. In the Recall Plan field, select the recall plans for which letters are to be printed/exported. Or leave blank to include all recall plans.
  3. In the Location field, select the locations for which letters are to be printed/exported. Or leave blank to include all locations.
  4. In the Event field, select the events for which letters are to be printed/exported. Or leave blank to include all events.
  5. In the Resource field, select the resources for which letters are to be printed/exported. Or leave blank to include all resources.
  6. To upload the letter export file to NextGen® EDI for processing (printing and mailing), select the Upload Export File To NextGenEDI check box.
  7. To exclude patients that have been flagged as expired on the Patient Information window from displaying in the Recall Letters list, select the Exclude Expired Patients check box.
  8. Select Find.
    All recalls plans that match the search criteria entered, and that have qualified for a recall letter, display in the Recall Letters section at the bottom of the window.
    All recall letters are selected by default.
  9. Clear letters that should not be printed, if applicable.
  10. Do one of the following:
    • To print the selected recall letters, select Print.

      The following prompt displays: Did the letter(s) print correctly?

    • To create an ASCII export file to be sent to a third-party vendor for processing (printing and mailing), select Export.

      For more information, see Exporting Letters.

      The following prompt displays: Did the letter(s) export correctly?

  11. If the letters printed/exported correctly, select Yes.
  12. Select the Update Dates button.
    The following prompt displays: Are you sure you want to update the mailing dates for the selected item(s)?

  13. To update mailing dates for each patient, select Yes.
  14. See Recall window settings for information on buttons that are available at the bottom of the Recall Letters window:

Example

Sample Recall Letter (Printed)

Sample Recall Letter (Exported)