Overview

Recall Management settings is where you can:

o      Create and manage SMS templates for your centres.

o      Create and manage customised Recall reasons that are shared amongst all your centres.

o      Send different recall SMS messages for different recall reasons by mapping recall reasons to SMS templates.

Accessing Recall Management Settings

1.      Log into Helix as an Admin or Practice Manager user.

2.      Locate and click at the lower left.

3.      Select the Settings option.

4.      Select the Recall Management option.

Enabling SMS for your Centre

1.      Access Recall Management Settings.

2.      Select the SMS templates option in settings.

3.      Select the centre you wish to enable SMS for.

4.      Use the toggle to enable SMS for recalls for the selected centre.

 

Managing Recall SMS Templates for your Centre

1.      Access Recall Management Settings.

2.      Select the SMS templates option.

3.      Select the centre you wish to manage SMS recalls for.

4.      Ensure the Enable SMS for Recalls toggle for the centre is enabled. If this toggle is disabled, you will be unable to edit existing templates for the selected centre, nor create new ones.

5.      The Centre SMS Templates section displays the templates available to the selected centre. The template flagged with a tick is the default.

6.      Select the Centre SMS template you wish to manage to display its settings. The example below shows a customised Annual Health Check template we have selected.

Creating/Editing SMS Templates

1.      Access Recall Management Settings.

2.      Select the SMS templates option.

3.      Select the Centre for which you wish to manage templates. Note that templates are saved per centre - they are not shared between centres.

4.      Ensure that you have enabled SMS for recalls for the selected centre.

5.      To edit an existing template, select it from the Centre SMS Templates panel on the left-hand side. Alternatively, if you wish to create a new SMS template, click

6.      Using the example below for guidance, ensure you have completed the following in the template:

o      Named the template.

o      Completed both the Original recall SMS section and Follow up Recall SMS section. These sections can be free-typed into, plus you can click to insert a variety of field codes which will auto-populate with data upon sending the SMS.

 

7.      Click to save any modifications.

8.      (Optional) You may also wish to make this template the default for the selected centre, See Setting the Default SMS Template.

Deleting SMS Templates

Note that you cannot delete your centre's default SMS template. If you wish to delete the default template for your centre, you must first flag another template as the default.

Note also that if you have any recall reasons mapped to the template you delete, those recall reasons will be mapped to your default SMS template instead.

 

1.      Access Recall Management Settings.

2.      Select the SMS templates option.

3.      Select the Centre for which you wish to manage templates. Note that templates are saved per centre - they are not shared between centres.

4.      Ensure that you have enabled SMS for recalls for the selected centre.

5.      Locate the template you wish to delete from the list of Centre SMS templates, and click its corresponding button. You will be prompted to confirm this action.

 

Setting the Default SMS Template

For each centre you manage, you can set one of your SMS templates as the default for the centre.

1.      Access Recall Management Settings.

2.      Select the SMS templates option.

3.      Select the Centre for which you wish to manage templates.

4.      Ensure that you have enabled SMS for recalls for the selected centre.

5.      From the Centre SMS Templates section, select the template you wish to make the default for this centre. In our example, we have selected 'Blood Test'.

6.      Tick the Make Default check box.

7.      Click to confirm.

Creating/Editing Recall Reasons

Helix comes provided with a variety of recall reasons to choose from, but you can also create your own.

1.      Access Recall Management Settings.

2.      Select the Recall Reasons menu item, as shown in the following image.

o      Before creating a new recall reason, you can check to see if it already exists using the Search recall reasons box.

o      You can delete or edit a customised recall reason using the following buttons:

 

 

3.      To create a new recall reason, click . The Recall Reason panel appears.

4.      Enter a descriptive name for the recall reason, and indicate the default time period for the reason.

5.      Click to confirm.

Deleting Recall Reasons

Helix comes provided with a variety of common recall reasons, and you can create your own. Customised recall reasons can be deleted, whereas the supplied reason cannot. If you delete a recall reason, the recalls you created with it will still be available for action by a clinician or practice manager. However, you will not be able to create any new recalls based on a deleted recall reason, nor can you repeat a recall that was based on a deleted recall reason.

1.      Access Recall Management Settings.

2.      Select the Recall Reasons option.

3.      Locate the recall reason you wish to delete, and click . You will be prompted to confirm this action.

Mapping Recall Reasons to SMS Templates

You can send recall notifications to patients via SMS from Helix. And, rather than sending patients a generic SMS message to remind them of the recall, you can tailor the SMS message to suit the type of recall.

For example, you can create a recall reason called "Annual Blood Test", and an SMS reminder message / follow-up message combo called "Annual Blood Test", and then link the two. Then, when you wish to inform a patient that they're due for a blood test, you simply send  them the Annual Blood Test recall reminder, and Helix sends them the associated SMS message.

1.      Access Recall Management Settings.

2.      Select the Recall Reason Template Mapping menu item, as shown in the following image.  Note in the example below, all our Recall Reasons are mapped to our Centre Default SMS template called "Annual Health Check". Every recall reason is mapped to your default SMS template unless you specify otherwise.

3.      Locate the recall reason you wish to map to an SMS template and click its corresponding button to edit it. In the example below, we have selected to edit our Blood Test Review recall mapping. Notice that our Blood Test Review recall is currently mapped to our Centre's default SMS message.

4.      Remove the tick from the Use Default check box, and then locate and select the SMS Recall Template you with to use instead. In our example, we have selected our Blood Test SMS template.

5.      Click to confirm. The list of mapped recall templates now displays the new link you created.