D1 – Generate Reminders

D1 – Generate Reminders

Estimated reading time: 2 min

Overview

The Generate Reminders function generates reminder notices to mail to clients to remind them to schedule an appointment for services that are due.

Accessing Generate Reminder

  1. Go to the RxWorks Task Panel.
  2. Select ‘Reports’ from the “toolbar”.
  3. Select ‘D: Reminder Notices and Statistics’
  4. Select a date a to run reminders to and click ‘OK’

The appropriate dialog will appear.

For further information on setting up reminders, see the section in our online manual “Reminder Options and Setup”.

About Generating Reminders

What It Does

Generates all your reminder notices which are due in the date period specified

When To Run

Usually 2 – 4 weeks before the reminders are due

Things To Watch

This runs all your reminders in a single batch. If you are using a variety of postcards and letters you HAVE to preview the reminders first so you can print each type out separately to the correct media.

Information Required

The reminder date range. The From date shows the last date a reminder was found from your previous run. You cannot alter this date and this ensures reminders will not be missed or duplicated. You can type whatever date you want in the Up Until date though it defaults to 14 days from your last run.

The Report Window

Reminder Summary

The Reminder Summary box (visible after you begin the reminder run) gives you a list of the reminders the program will generate. You can view them by selecting them from the drop-down list or clicking on Next and Prev.
The summary shows how many first, second, third and Safety Net (4th) reminders the query found in the date range and the name of the document which will be used for each.
In the above example, all reminders generate a list only.

You can click to cancel at any time.
If you select to continue, the Create Reminder Letters dialog box will open (as shown below).

Create Reminder Letters Dialog

Normal Reminders

Select either “Preview” or “Print”

  • Select “Preview” to preview the reminders to be generated on screen, allowing you to print them manually.
  • Select “Print” to send the generated reminder letters directly to the printer.
  • Email Reminders

    Select “Email”, “Preview”, or “Nothing”

  • Select “Email” to send the generated reminder email letters.
  • Select “Preview” to preview the email reminders to be generated on screen, allowing you to email them manually.
  • Select “Nothing” if no email reminders are to be sent or previewed.
  • Options
  • Select the check-box for “Preview a reminder listing for this run” to view a composite listing of all of the generated reminders.
  • Select the check-box for “Use the ‘All Reminders’ letter for every reminder” to override all reminder to use the same letter. If unchecked, each reminder will use the letter assigned in Options & Setup. See “G: Report / Reminder Options – Reminder Setup Options” for more information.
  • Select a clinic under the “Restrict to Clinic” drop-down menu to only generate reminders for the selected clinic.
  • Click “OK” when finished selecting options to proceed.
    Once you click on OK the computer will generate all the reminders and merge them onto the relevant letters or postcards.

    You will see a ‘Processing Reminders’ screen and the system calculating the reminders. Once this has finished, each reminder will be merged onto the appropriate document in Word. A listing of all reminders generated is also produced.

    If you chose to preview reminders, a set of buttons on the lower edge of the screen allows access to the reminder listing and all the Word documents. In some versions of Windows, each Word document has its own button, in others, one button allows access to all documents.

    You need to print each Word document individually. (ie: if there is one document containing all reminders, you will need to print one document; if there are twenty documents containing different reminders, you will need to print 20 documents). This is the result of the way Word deals with the merges.

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