QoF Recall Manager Basic Setup 

Setting The Default Preferred Recall Option

Qof Recalls can be sent as  a letter, Email, SMS or patient preference; this is configured in:-

Settings | Informatica Settings | Recall Manager Configuration

Utilities | Patient Card File | Access | Recall Media Preference 

Configuring Recall Options

Letter

If you want to recall by letter you will need to create a Word document template which will contain merge fields and the main body of the letter. At this stage you’re creating the body of the text however the merge fields will be added at a later stage see below.

• Create a Word Document, setting up the format and body of text

• Save the document and note the location

Email

If you want to recall by Email you have to setup the email address within Informatica. NOTE: this may already be setup if you use other emailing / SMS modules within the software. 

• Click on Settings (left hand side menu)

• Click on Communication Settings (right hand side)

• Click on the SMTP Service tab

• Select NHS from the SMTP Service drop down box

• Username - type in the email address

• Password - type in the password of the email address

• Click on Test Email to send a test email to your personal email address

• Click on OK

SMS

• Click on Settings (left hand side menu)

• Click on Communication Settings (right hand side)

• On the SMS Gateway tab select the SMS gateway provider

  • If NHS email - leave SMS via email selected and add the email address in the sender field (the address setup to send SMS texts). You may also need to change the Domain drop down box depending on the local arrangements for SMS - please consult your local IT department if leaving this set to NHS does not work.

  • If MJOG - Click on the down arrow next to SMS Via Mail and select MJOG API

    • Click onto the MJOG API tab and enter the account token (Provided by MJOG)

  • If Essendex - Click on the down arrow next to SMS Via Mail and select Essendex

    • Click on the Essendex tab and enter the account details (from Essendex)

• Click on the SMTP Service tab

• Select NHS from the SMTP Service drop down box

• Username - type in the email address

• Password - type in the password of the email address

• Click on Test Email to send a test email to your email address

• Click on OK

To test SMS messages are sending OK

• On the SMS Gateway tab click on Test SMS (bottom right)

• Type in your mobile number

• Click on send

• Sent message will confirm that the configuration is correct

• You should receive a no reply text message (may be a delay)

Creating a Recall Trache

1. Separate tranches by Read Code Definitions - if this in enabled patients in more than one tranche WILL NOT inherit the recall dates of the first tranche (e.g each recall tranche will be treated separately)

2. Don’t include data from the previous QOF Year (resets all recalls as of the 1st April)

• Click on the Settings (left hand side) 

• Click on Contract+ Settings (right hand side)

• Click on the Recalls tab

• Click <Add>  - A Recall Tranche Details dialog will open

• Enter a relevant Name for the Recall tranche i.e. Cytology (leave the codes blank at this stage).

For a single indicator Recall:

• Click on the <Categories> tab |Select <None> and then select indicator e.g CS – Cervical Cytology

• Click on the <Indicators> tab | Select <None> then select CS002 – Aged 25-64 (Scotland 21-60) Cervical smear

• Click OK - confirmation box pops up

• Click YES 

• Only patients failing to meet that specific indicator will be included in the tranche

For Multiple indicator Recall:

• Repeat as above and select multiple indicators, patients failing any of the selected patients will be included.

• OR on the Categories tab select more Categories, then all patients failing any indicator falling under that category will be included.

• To excluded patients who are excepted either manually add exception codes into the Details tab or choose the codes for the relevant category by choosing from the drop down list.

Setting the preferred Recall method:

• Select the recall tranche again 

• Click on the Additional Filters tab: change settings to any relevant requirements

• Click on the Medium tab

  • SMS :- Type the text to be sent in the text

  • Email :- Type the text to be sent in the email E.G Dear {$Title} {$Lastname}, We invite you to return to the practice for a check-up.

  • Letter :-

    • Default Path: browse to the location to save the mailmerge file (shared folder /  Desktop etc)

    • Default Path: browse to the location of the letter created above 

• Once all the relevant fields have been setup click on OK to save and exit the Recall Tranche

• The new tranche should now be listed, click on OK to exit Contract+ Settings

Running the Recalls

• Click on Contract+ (left hand side)

• Click on QOF Recall Manager (right hand side)

• Click on the tab for the new tranche that you created above

• Choose the patients to recall :-

  • 123 Recall: Choose from the drop down list (E.G select patients with no first recall)

  • Medium:  Select patients to be recalled by letter / Email / SMS

  • Birth Month: Select from the list

  • Next Recall: Click on the required recall 

There will be a message ‘This will perform a first recall of selected patients, Do you wish to continue. 

• Click on YES

If the recalls are by Email they will automatically be sent (as long as the email has been configured correctly as above). The patients will be listed in Utilities | Patient Messages.

If the recalls are by SMS they will automatically be sent (as long as the email and SMS has been configured correctly as above). The patients will be listed in Utilities | Patient Messages.

If the recalls are by letter, once the processing has finished it will automatically open the mail merge letter in Word that you created above and set as the default path.

Inserting Merge Fields In The Word Document (first run)

With the Word document open :-

• Click on Insert the merge fields

• Place the cursor in the document where you want one of the fields to go - E.G Title, Firstname, Lastname etc

• Click on title in the merge field list and the title of the 1st patient in the recall list will appear.

• Repeat the above to insert the different fields (remember to move the cursor to where you want the data to be before selecting from the merge fields list) 

When a mail merge is run in future, data held within these headings will be added to the document (letter) where the corresponding merge field is displayed.  

Below is an example of merge fields (note you may not see the text below, instead you’ll see the actual data of the 1st patient)

«Title» «FirstName» «LastName»

«Address1»

«Address2»

«Address3»

«Address4»

«Address5»

Dear «Title» «FirstName» «LastName»

If you require Word to insert the current date automatically – click on Insert | Date & Time | select the relevant format and place a tick in ‘Update automatically’ | Click OK

Once all the required merge fields have been added you can now preview or print the letters

• On the right hand side use the arrows to preview the recipients (patients)

• If you’re happy with the letters click on NEXT - complete the merge

• Click on Edit (if needed)

• Click Print to print the letters

• Close the Word document and SAVE

QoF Recall Manager

Within the QOF Recall Manager tranche you should now see the date of when the recall was run in the ‘Recall Date’ column.