Healthengine's Recalls and MedicalDirector/Pracsoft Follow

HealthEngine reads from several places in MedicalDirector in order to determine what recalls to display in the Healthengine Recalls Interface. These include:

  • Within the patient record:
    • Items in the ‘Results’ tab
    • Items in the ‘Letters’ tab
    • Items in the ‘Documents’ tab
    • Items in the ‘Correspondence’ tab
    • Items in the ‘Recall Items’ menu - this can be accessed using the ‘Recalls’ button that appears in the top menu, above the ‘HealthLink’ / ‘MDExchange’ tabs
  • Outside of the patient record:
    • Items in the ‘Search’ > ‘Recall’ menu - this can be accessed from the navigation bar along the top of the home screen
    • Items in the ‘Correspondence’ > ‘Actioned Items’ menu - this can be accessed from the navigation bar along the top of the home screen

 

Items that appear in the ‘Correspondence’ tab of a patient's record will also appear in the ‘Correspondence’ > ‘Actioned Items’ menu.
Additionally, items that appear in the ‘Recall Items’ menu will also appear in the ‘Search’ > ‘Recall’ menu. 

Please Note: Although there is some crossover between the patient file items and searchable items that the Healthengine system reads, each item will only appear in our system once. 

Where does HealthEngine read the ‘Recall Due’ date from?

Recall Due dates can be read from two locations in your MedicalDirector/Pracsoft depending on the type of recall. 

  • Document-type recalls - Healthengine Recalls reads the ‘Document Date’ in MedicalDirector as the ‘Recall Due’ date. 
  • Regular recalls - Healthengine Recalls reads the ‘Due Date’ in MedicalDirector as the ‘Recall Due’ date. 

Where does HealthEngine read the Recall ‘Urgency’ from? 

In the patient record, if you right click on any item in the ‘Results’, ‘Letters’, ‘Documents’, or ‘Correspondence’ tabs and select ‘Action’ from the drop down menu, it will bring up a dialogue box called ‘Action’.
In this dialogue box, there is a field called ‘Notations’ - any text in this field will be the ‘Urgency’ for that recall.

Please Note: Given that this is a custom field, this means that there can be a lot of options in the ‘Urgency’ filter list in Healthengine Recalls. For example, having ‘Blood test’ versus ‘Blood Test’ will cause separate entries in the list.

In order to keep ‘Urgency’ filter list manageable in Healthengine Recalls, we recommends that you create a set of pre-determined/pre-created notation options which are agreed upon by all practitioners at your practice and new ones should only be added after agreement from all practitioners.
This will help to reduce the incidence of multiple entries for the same recall due to different spelling, typos, etc. and keep the field consistent.

For clinical recalls (those that show in the 'Recalls' section of the patient file in MedicalDirector Clinical), there will either be no urgency or the urgency will be 'Return Urgently', depending on whether the recall was marked as 'Return urgently' in the 'Recall Options' when being created.

Where does HealthEngine read the Recall ‘Type’ from?

Recall Types can be read from various locations in your MedicalDirector/Pracsoft.

  • In ‘Recall Items’ and ‘Recalls’ > ‘Search’ - Healthengine interprets ‘Recall Reason’ for each recall as the recall ‘Type’. 

  • In ‘Correspondence’ > ‘Actioned Items’ and in the ‘Letters’, ‘Results’, ‘Documents’, and ‘Correspondence’ tabs in the patient record - Healthengine interprets the ‘Subject’ for each recall as the recall ‘Type’. 


What does Healthengine Recalls consider a ‘closed’ recall?

The Healthengine Recalls system considers any recall that has been ‘deleted’ or ‘notified’ in MedicalDirector/Pracsoft as closed and thus these recalls will not appear in our system.

Additionally, if the 'Notation' field is set to 'No Action', Healthengine Recalls considers the recall closed.
If the 'Notation' field is empty/blank and the 'Notified Date' field is empty/blank, then the recall is considered OPEN. 

Please Note: Healthengine does NOT read any recalls that do not have data in the 'Checked By' and 'Checked Date' fields.

Adding Notes in Best Practice

When a recall is processed through HealthEngine Recalls, the system puts notes against the recall in your MedicalDirector/PracSoft.
These are recorded in the 'Recalls' or 'Recall Items' section of MedicalDirector/PracSoft, which can be accessed through the patient record by clicking on the 'Recalls' button, as seen below: 

RecallsButton.png

All actions completed within the HealthEngine Recalls system will be recorded here, including changes to the recall status and whether the patient was able to successfully verify their details and view the message for SMS recalls. 

RecallItemsNotes.png

For recalls sent by letter, a copy of the letter content will be saved to the patient record in the 'Letters' tab.

MDRecallsExampleLetter.png

Additionally, you will find some notes added to the 'Progress' tab of the patient record.

MedicalDirectorRecallNotes.png

Please Note: All notes recorded in MedicalDirector/PracSoft by the HealthEngine Recalls system will begin with 'HE - '. This is to signify that the note was added by our system to make it easy to distinguish between these notes and any notes recorded in MedicalDirector/PracSoft by your practice.

 

If you have any questions that are not answered in this article please reach out to our friendly Customer Support Team via phone, chat or email support@healthengine.com.au

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