Reminder Worklist

The Reminders Worklist screen is a place that allows a client coordinator or other personnel in your hospital to organize and manage product reminders.  Much of the reminder process can be automated through email, but for reminders that are intended as callbacks, as well as reminder emails that failed, this screen allows for management and follow up through alternate methods.  Export to CSV on this screen also allows for reminders to be handled via other mailing lists or sent to different departments in your university for different contact methods.

Patient Reminders Search

The search box at the top of this screen allows you to select a specific unit, a communication method, a date range, a type of reminder, and the reminder status.  Other options include restricting it to a reminder assigned to a particular DVM, only one client or patient, or only internal or external reminders.

For hospitals that have their client coordinators working on a per unit basis, you can also save a default search that will appear every time this screen is loaded.

Reminders List

When the Reminders Worklist screen is first loaded, the Reminders list will either load all reminders in the system, or load them based on your previously set default search.  If all reminders loaded, then you can perform a search to restrict them to only the reminders you need to work with during this time.

Reminders can be closed or expanded to view more details.  Click on the small carot sign in the left most column to expand a reminder.

View Reminder Details

Hover your mouse next to the Internal column on the right side.  A small pencil icon will appear.  

Click on the pencil icon to load the Reminder Details window.

You can view the patient and owner details, the dude dates, and the specific items that generated the reminder.  You can also change the status of the reminder.

Make any changes, such as assigning a DVM or adjusting the due date, and click on the Save button.

Communication Log

This panel ties into the Patient record communication log.  Use this to manually record any follow up, such as calling the client whose email failed to send.

Scheduled

Use the Scheduled section to view any appointments that are linked to this reminder.  Click on the Add Appointment button to load the patient and unit into the schedule screen to manually schedule a new appointment. (This will automatically load in a new tab.)   If an appointment is scheduled using this method, it will automatically change the status of the reminder to Scheduled.

Once a new appointment is added, the appointments appear in this section.

Add New Items

You can Add New Items to a reminder if the product that triggered the reminder is incorrect or the list is incomplete.   Click on the plus sign next to Reminder Details on the window.  Any other products that share the Reminder Template Type can be added using this method.

Reminder List Options

The buttons at the top of the Reminders List provide several additional options for working with this screen.

Print List

This generates a PDF report that can be printed which contains the client and contact method for each reminder from the search results.  Use this method to generate a physical call back list for offline work.

Email Reminders

Manually send an email for a reminder.  If you have an updated or corrected email address, use this method to resend any failed emails.

Check the box next to the reminder you want to send via email, and click on the Email reminders button to process it.

Print to Postcard

If your hospital has a printer dedicated to post cards and a Jasper iReport manually set up to use the SQL queries, this button will load a PDF version of that Jasper Report.  VetView does not supply a pre-made version of this report, but includes the button in case your hospital wishes to use this method.  

Export to CSV

If you are using a Mail Merge method in Microsoft Word, or need to provide a list of reminders to another department in your organization, you can export the list results to a Comma Separated Value list which can then be imported into Excel or Word, or uploaded into another system.

Both Print to Postcard and Export to CSV will prompt you to choose All Reminders or only Selected Reminders.

Delete Selected Reminders

If a patient reminder is no longer valid, you can delete it from the system entirely.

You will be prompted to be sure before you delete them.

Update Reminder Status

Use this tool to perform a bulk update on all the reminders that matched the search criteria.  This can be useful if you performed an export and want to indicate how the reminder is considered complete.  This will also add a notice on each patient's communication log.