Setting Up Recall Reminders

Setting up automated recall reminders for your practice is just takes a couple clicks! We recommend you get started fast by using Yapi Leap's already-set best practices (listed below) in just 3 steps:

Or if you want, you can adjust Leap's default settings by checking out the optional steps we've listed before you enable your reminders.

Tip

Recall reminders send automatically at 2pm (every calendar day) to make sure your morning is focused on patients already on your schedule.

YAPI'S RECALL REMINDER BEST PRACTICES (OUR DEFAULTS)

Reminder Type	When It Sends	Notes
Recall Due Text	7 days before a patient's Recall due date in Eaglesoft if a patient doesn't have a recall appointment scheduled.	This is the second reminder communication a patient receives when their Recall due date is coming up and they haven't scheduled a recall appointment yet.
Recall Past Due Text	60 days after a patient's Recall due date in Eaglesoft and every 60 days after that (up to two years) until a patient schedules their recall appointment.	After their Recall due date has passed and they haven't scheduled a recall appointment, patients receive this text letting them know they need to schedule. Leap has 5 different text templates and cycles through them so patients don't receive the exact same language every time they receive a reminder. Hidden until v3 is released: If your practice uses Leap's Online Scheduling, they'll be able to click a link within this email to schedule their appointment online.

Reminder Type

When It Sends

Notes

Recall Due Text

7 days before a patient's Recall due date in Eaglesoft if a patient doesn't have a recall appointment scheduled.

This is the second reminder communication a patient receives when their Recall due date is coming up and they haven't scheduled a recall appointment yet.

Recall Past Due Text

60 days after a patient's Recall due date in Eaglesoft and every 60 days after that (up to two years) until a patient schedules their recall appointment.

After their Recall due date has passed and they haven't scheduled a recall appointment, patients receive this text letting them know they need to schedule.

Leap has 5 different text templates and cycles through them so patients don't receive the exact same language every time they receive a reminder.

Table 11. HIDDEN: add content to table above once emails are ready

type	when	notes
Recall Past Due Email	30 days after a patient's Recall due date in Eaglesoft and every 60 days after that (up to two years) until a patient schedules their recall appointment.	After their Recall due date has passed and they haven't scheduled a recall appointment, patients receive this email letting them know they need to schedule. Leap has 5 different email templates and cycles through them so patients don't receive the exact same email every time they receive a reminder. Hidden until v3 is released: If your practice uses Leap's Online Scheduling, they'll be able to click a link within this email to schedule their appointment online.
Recall Due Email	14 days before a patient's Recall due date in Eaglesoft if a patient doesn't have a recall appointment scheduled.	This is the first reminder a patient receives when their Recall due date is coming up and they haven't scheduled a recall appointment yet.

type

when

notes

Recall Past Due Email

30 days after a patient's Recall due date in Eaglesoft and every 60 days after that (up to two years) until a patient schedules their recall appointment.

After their Recall due date has passed and they haven't scheduled a recall appointment, patients receive this email letting them know they need to schedule.

Leap has 5 different email templates and cycles through them so patients don't receive the exact same email every time they receive a reminder.

Hidden until v3 is released: If your practice uses Leap's Online Scheduling, they'll be able to click a link within this email to schedule their appointment online.

Recall Due Email

14 days before a patient's Recall due date in Eaglesoft if a patient doesn't have a recall appointment scheduled.

This is the first reminder a patient receives when their Recall due date is coming up and they haven't scheduled a recall appointment yet.

Reviewing Your Recall Types in Eaglesoft (Recommended)

Before you enable recall reminders in Leap, we recommend checking the Recall Types you've set up in Eaglesoft. By default, these names appear in patient reminders, so it's best to use names for your Recall Types that patients will recognize and understand.

To check and update the patient-facing names for the Recall Types you have set up in Eaglesoft, follow the steps below.

Open Eaglesoft in Practice Management Mode.
Click File, then Preferences.
In the Preferences window, make sure the Use Multiple Recalls box is selected. Then click OK.
Click OK at the Preferences window that displays.
Click Lists, then General Setup, then Recall Types.
In the Description column, double-click a recall type to select it (there may be only one, called "Next Recall").
In the Edit Recall Type window, make sure the Description is a patient-friendly name for the treatment. For example, for "Next Recall," or "Prophy," we recommend entering a Description like "Routine Cleaning & Exam." Then click OK.
Repeat Steps 5-7 for each recall type you want Leap to send reminders for.
Click Close to close the Recall Types List window.

Tip

For more about customizing your Recall Types in Eaglesoft, check out Eaglesoft - Setup to Track Recalls External link. on Eaglesoft's website.

Opening Your Recall Reminder Settings (Required)

Once you're ready to enable recall reminders, use the instructions below to open the Recall Reminders tab in your Patient Reminders settings:

Click Settings from the menu on the left and select Practice Settings.
Select Patient Reminders.
Click the Recall Reminders tab.

Selecting Recall Types for Leap to Manage (Required)

Before you can enable your reminders, you need to select which Recall Types you want Leap to send reminders for:

At the top of the Recall Reminders tab, click the Add icon under Recall Types to Manage.
Select all the Recall Types from Eaglesoft that you want Leap to send reminders for.
Click Save Settings to save the changes you've made so far. A confirmation message will display at the bottom letting you know your updates were saved.

Tip

Leap recall reminders are pre-set based on our years of expertise in the dental industry. So you can skip straight to Enabling Recall Reminders (Required) below!

Reviewing Before Due Date Reminders (Optional)

Before Due Date reminders automatically remind your patient that they're coming due for a recall appointment and need to schedule to stay on track. Yapi Leap's Before Due Date reminder is enabled by default but if you want to change this or change the day it sends, follow the steps below.

On the Recall Reminders tab, find the Before Due Date section.
For the Before Due Date Text Message:
- To change how many days before a patient's due date the reminder goes out: Click the down arrow next to the number and select the number of days you prefer.
- To disable or reenable the reminder: Slide the toggle next to the reminder to the left (grey) to disable the reminder; slide the toggle to the right (orange) to enable it.
Click Save Settings. A message displays at the bottom of the pages letting you know your changes have been saved.

Reviewing Past Due Date Reminders (Optional)

Past Due Date reminders send after a patient's Recall due date has passed and lets them know they need to schedule to keep up their dental health. Leap's Past Due Date reminder cadence (text) is enabled by default and automatically sends a reminder every 60 days, for up to 2 years. Reminders stop as soon as a patient schedules their recall appointment.

If you want to change which kind of reminders send or how often, follow the steps below.

On the Recall Reminders tab, find the Past Due Date section.
Review the Past Due Date settings:
- To change how many days after a patient's due date the first past-due reminder goes out: Click the down arrow next to the number and select the number of days you prefer.
- To change how often this past-due reminder repeats: Click the down arrow next to the number and select the number of days you prefer.
- To disable or reenable the reminder: Slide the toggle next to the reminder to the left (grey) to disable the reminder; slide the toggle to the right (orange) to enable it.
Click Save Settings.

Adding Online Scheduling Links to Your Recall Reminders (Optional)

If your office uses Leap's Online Scheduling feature, use the instructions below to add a link to the text message that lets a patient schedule an appointment online.

Important

You must have Online Scheduling enabled for recall patients to add scheduling links to your recall reminders. If you're not sure this is enabled, check your General Settings for Online Scheduling first.

Click the template name (blue link) to open the text template.
Click Edit.
Use the Scheduling button to add an online scheduling link to the end of the template.
Click Save Template. You'll then see a message at the bottom of the screen letting you know the template has been saved and you'll automatically be taken back to your recall reminder settings.
Repeat steps 1-4 for each recall template you'd like to add an online scheduling link to.
Click Save Settings.

Checking Patient Statuses in Eaglesoft (Optional)

Leap only sends recall reminders to patients set as active (listed as a Patient in Eaglesoft), so it's important that your patients are each set with the right patients status. This ensures that patients who no longer see you (like ones who've moved away) don't get recall reminders. We don't want you getting confused calls from Jared who moved 500 miles away three years ago!

We recommend that you do a quick review to make sure your patient list is up to date. Use the instructions below to check patients' statuses in Eaglesoft.

Launch Eaglesoft in Practice Management Mode.
Click Person in the toolbar.
Spot check your list of patients to make sure they are listed correctly by double-clicking on the patient's name to see the patient's detail.
- For a patient that you know no longer comes to your office, make sure the Patient checkbox next to the Person Is field is not selected.
- For a patient that you know still actively comes to your office, make sure the Patient checkbox at the Person Is field is selected.

Tip

If you see a lot of patients with a status that's unexpected (for example, many patients you know no longer coming to the practice are showing as a Patient) you may want to review office workflows or best practices with your staff.

Enabling Recall Reminders (Required)

To turn on your recall reminders:

At the top of the Recall Reminders tab, click the down arrow next to Start sending on.
On the calendar that opens, select the date you want your reminders to start sending on. (Note: You're choosing the day they automatically start sending Yapi Leap, not a Recall due date.)
Click Apply.
Make sure the Enable toggle is orange. If it's not, slide the toggle to the right (orange). This enables your reminders so they'll automatically start sending on the day you set.
Note
Leap automatically sets the enable toggle any time you click Save Settings so this slider may already be enabled if you've previously modified and saved your recall settings.
Click Save Settings.
And that's it - you're all done! 🎉

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