Patient Recalls

Overview

Patient Recalls are scheduled follow-up reminders that ensure patients return for necessary appointments. Doctors create recalls when a patient needs a follow-up visit, vaccination, screening, or chronic condition check at a future date. As a receptionist, your role is to review due-today and overdue recalls daily, contact patients to schedule their return visits, and mark recalls as completed.

Accessing Recalls

1. Navigate to Recalls — From the sidebar, click Patients > Recalls. This opens /patients/recalls.

Recall Types

SehaFile supports five types of patient recalls:

• Follow-up (follow_up) — Return visit after treatment or procedure
• Vaccination (vaccination) — Due dose of a vaccine schedule
• Screening (screening) — Periodic health screening (mammogram, colonoscopy, etc.)
• Chronic Check (chronic_check) — Routine monitoring for chronic conditions (diabetes, hypertension)
• Custom (custom) — Any other recall reason defined by the doctor

Daily Recall Workflow

1. Check Due-Today Recalls — Click the “Due Today” tab or navigate to the endpoint GET /patients/recalls/due-today. This shows all recalls whose scheduled_date is today.
2. Check Overdue Recalls — Click the “Overdue” tab or access GET /patients/recalls/overdue. These are recalls past their due date that have not been addressed.
3. Contact the Patient — For each due/overdue recall:
   • Call the patient using the phone number in their record
   • Inform them of the reason for recall (shown in reason_ar/reason_en fields)
   • Offer to schedule an appointment
4. Update Recall Status — After contacting the patient, update the recall:
   • Set status to “contacted”
   • Record the contacted_date (today's date)
   • Note the contact_method (phone, SMS, etc.)
   • Add any notes (e.g., “Patient will come Thursday”)
5. Book the Appointment — If the patient agrees, navigate to Appointment Scheduling and book their return visit. Then update the recall status to “scheduled”.
6. Mark as Completed — Once the patient actually attends their appointment, the recall can be marked as “completed”.

Recall Statuses

• pending — Recall created, not yet due or not yet contacted
• contacted — Patient has been called/messaged
• scheduled — Return appointment has been booked
• completed — Patient attended the recall appointment
• cancelled — Recall cancelled (patient refused or no longer needed)

FAQ

Who creates recalls?

Recalls are typically created by doctors during or after a visit. Receptionists and admins can also create recalls manually if needed.

Can I filter recalls by type?

Yes. Use the status and date range filters on the recalls page: GET /patients/recalls?status=pending&from=...&to=....

What if the patient's phone number is wrong?

Update their patient profile with the correct number, add a note to the recall explaining the contact attempt, and try again with the new number.