This report will assist you in the management of patient recalls. There are fields that need to be completed prior to running the report and obtaining the necessary information. We will cover all of that in this article.
Patient Information
For any patient to show up on this report, their patient record must contain information related to a recall. This information must be entered in the Patient's Tracking Tab, as shown below.
Recall Date: A date that you enter for when this person either needs to be contacted, or when their recall is due. You can use one of two methods for this, but once you choose a method, stay consistent with it. You can (Option A) enter a date in this field of May the first, which is when you want to call them, because that is the date you will open your books for September, and this person needs an appointment in September. Or (B) you can set their recall for September, because that is when they need to be seen. You can see the potential difficulty with having them set for a recall in September, and you are now trying to place them in an appointment during a timeframe when the books for September have been open for weeks, and many slots are already filled. You risk the possibility of not being able to schedule them until mid-October, thus potentially delaying their treatment.
I recommend Option A, and for the purposes of this Article, we will use Option A.
The Recall Date is the means by which the Recalls By Date Range Report will capture this specific patient's information. Since our Recall Date is May 1, 2026, our filters for the report must include this date within it's range.
Recall Type: A free text field that you can enter information of your own choosing. However, this is also another searchable field for the Recalls By Date Range Report, so whatever is entered by your office needs to be consistent, or it will not be located by the Report.
Recall Appointment Type: You wanted the person to come back specifically to be seen for this type of appointment. The example patient was in an Observation Category, and we ae bringing them back to see if they are ready for treatment, so we select an Observation Ready Appointment Type.
Recall Comment: Another free-text field for you to provide patient specific information for this appointment.
Report Filters
To access this report, in the Cloud 9 Header go to Reports, and in the dropdown menu, select Reports again. In the Search field that appears in the Reports section, enter Recalls By Date Range, and then select the report that is displayed. You will be taken to a screen that looks much like the one below.
Recall Type: This is the Recall Type entered in the test patient above. It was a free-text field, so you need to have standardized words entered in this field for ease of searching.
Start Date: The start of the date range for which you are looking. For the purposes of this article, I have used the month of May 2026.
End Date: The end date of the date range for which you are looking.
Appointment Type: This field offers every appointment type available in your practice. You can filter by a specific appointment type if you want to narrow down your search filters, or you can use the "Select All" button at the bottom.
Locations: In this filter you can select one, some, or all locations.
Show Recalls without Appointment Type: If you want to include recalls that may not have an appointment type identified, make certain this box is checked.
Preview: If the Preview button is still shaded and unable to be selected, you have missed completing a filter. If it is darkened so that it can be selected, select this button to run the report with the filters that you have identified.
Report Results
The report will display in a fashion similar to that shown below.
The header will include the name of the report, which is Recalls By Date Range.
Under the header is the line showing the date parameters used when the report was run. In this instance it was for the month of May 2026.
The remaining results include the Patient ID, Patient Name, Contact Information (if entered for that patient). their specific Recall Date (within the parameters of the report). the Recall Type, the appointment Type that they need to be scheduled for, the patient's assigned location, and the patient's assigned Doctor.
The line directly below the Patient's name is the note that was originally entered in the Recall Comment field when the Recall was initially added under the Tracking tab of edit patient.
The total number of patients returned on this report will also be included at the bottom left of the report. In our example, there was only one.
Conclusion
The most important thing to remember about this report is that it will only return information that was previously entered under the Tracking tab of Edit Patient. The key is to accurately identify the patient's specific need for a recall in their chart. Only then can the report be trusted to provide you all of the information that you need.
As always, if you have any further questions please do not hesitate to reach out to Cloud 9 Support by emailing us at cloud9support@planetdds.com, or chatting us online using the chat bubble on the lower right at https://cloud9support.planetdds.com/hc/en-us, or giving us a call during our business hours of 8:00 AM EST to 8:00 PM EST at the 1.800.394.6050 option 2.