Creating a recall rule
Define automatic recall scheduling — every 6 months for hygiene, 6 weeks post-extraction, etc.
Overview
Recall rules describe "when X happens, schedule a recall in Y months". The system auto-creates recalls per rule, populating a list of patients due for follow-up.
Prerequisites
- Owner, Admin, Dentist, or Receptionist role
- A clear recall policy (e.g., 6-month hygiene checks, 12-month dental exams)
Steps
Open Recalls. Top nav → Recalls.
Switch to "Rules" tab. Lists existing rules.
Click "+ New rule". Form opens.
Name the rule. "6-month hygiene", "Annual exam", "Post-extraction follow-up".
Pick the trigger. After visit type (e.g., after every Hygiene visit), after specific procedure (e.g., after extraction), after registration, by tag (e.g., all patients tagged Ortho).
Set the interval. Number of weeks/months after the trigger. 6 months for hygiene, 6 weeks post-extraction.
Set the message template. What patients receive when reminded — links to recall-message templates.
Toggle auto-send. If on, the system auto-sends the message X days before the recall date.
Save. From the next matching event onward, recalls auto-create.
Expected outcome
- A new RecallRule entry exists with trigger, interval, message
- Future events matching the trigger create
Recallrecords - Auto-send queues messages at the right time
Troubleshooting
| Symptom | Likely cause | Fix |
|---|---|---|
| Rule created but no recalls appearing | Trigger not yet matched | Wait for the next trigger event |
| Too many recalls per patient | Multiple rules matching | Consolidate or scope rules better |
| Auto-send never fires | Cron or feature flag | Verify appointment_reminders flag enabled |
| Custom interval rejected | Outside 1-104 weeks | Use a value in the supported range |
| Want patient-specific override | Not via rules | Manually create a recall via patient profile |