How to Set Up an Automated Recall in Abtrace Proactive Monitoring Tool?

💡Heads up! This feature is only available for Admin users.

🎥 Prefer watching? Check out the video tutorial, or scroll down for the full guide!

🔍 Identify Your Patient Population

1. Open your Proactive Monitoring Tool.
2. Navigate to Population View – here you’ll find all the filters you need.
3. Choose your indication:
   • Example: Select Diabetes to find diabetic patients.
   • Tip: Your results table updates as you apply filters!
4. Then, select the Task you want to monitor (e.g., Foot Check).
5. Select Task Status:
   • Options like Opportunistic or Overdue will help you target patients due soon.
     
     

1. • Examples: Palliative care, Housebound patients.
   • ✅ Use Exclude from Recall Register for patients who opt out.
   7.  Optional: Click Groups (bottom-left) for extra filters like Age or Days Overdue.

👉 Once your criteria are set and the patient list looks good, move on!

➕ Add Recall

Click + Add Recall (top of the patient list). This opens the setup flow where you’ll configure your automated recall.

🧩 Step 1: Patient Filters

• Review your selected filters to confirm the right cohort.
• Dynamic Birth Month Filter:
  • Toggle ON if you want the recall to target patients born in the current or next month.
  • Example: In May, “Next Month” = patients born in June.
  Why use this? It helps spread recalls evenly throughout the year.

  ⚠️ Keep message limits in mind when using birth month recalls.

   

⏰ Step 2: Schedule & Messaging Limits

Now, decide when and how many patients to contact.

• • Run Recall on These Days: Choose the days of the week and time of day.
  • Maximum Patients per Run: Set a limit for each run.
    • Tip: Account for reminders to non-responders so you don’t overload your schedule.
  • Patient Prioritisation: Decide who gets contacted first (e.g., Most Overdue).
    
    

🔄 Step 3: Recall Frequency

How often should patients be contacted?

• • Recall Interval: Set the number of days between each attempt.
  • Maximum Attempts: Up to 5 per patient.

⚠️ For birth month recalls, consider capacity vs. non-responders.

🚫 Step 4: Recall Constraints

Avoid messaging patients unnecessarily.

• • Toggle ON to Skip patients who have already booked an appointment.
  • Define:
    • Specific staff member.
    • Time range.
  • When the time range entered expires, overdue patients will be contacted again (except if birth month ended).
    
    

🔗 Step 5: Direct Links

Make it easy for patients to act.

• • Add a Booking Link or Questionnaire Link.
  • Configure the Booking link:
    • Slot types.
    • Booking window.
    • Appointment description.
      
      

✉️ Step 6: Patient Messaging

This is where you decide how to communicate with your patients and craft the perfect message.

• • Choose your communication method:
    • ✅ Email
    • ✅ SMS
    • ✅ Or both for maximum reach.
  • Write your message:
    For example: “You are due a Foot Check. Please use the link below to book your appointment. If you’ve already booked, please ignore this message.”

     

🖋 Step 7: Writing to EMIS/SystemOne

This step ensures everything is properly documented in the patient’s electronic health record (EHR).

1. Decide how the invite will be saved - Options include:
   • • Free text note
     • Attachment
2. Add optional details for completeness:

• • Patient needs summary – a quick overview of what the patient requires.
  • SNOMED codes – for accurate clinical coding.
  • Staff notes – any additional context for your team.

✅ Final Step

Click FINISH, review your recall, name it, and enable it. 🎉