The Recall List helps you identify patients who haven't been seen recently so your practice can reach out and re-engage them. This article walks through how to filter and export the Recall List, how to read the exported report, and where to find two related tools — the Patient Demographics with Last Appointment report and the Tasks feature.
Walkthrough Video
In This Article
- Overview
- Accessing the Recall List
- Selecting a Recall Time Frame
- Filtering by Provider and Encounter Type
- Filtering by Page Size
- Exporting the Recall List to CSV
- Understanding the Exported Report
- Related Report: Patient Demographics with Last Appointment
- Related Feature: Tasks
- Frequently Asked Questions
- Disclaimers
1. Overview
The Recall List gives you a quick way to see which patients haven't had a chart created or an appointment on the calendar within a chosen time frame. You can filter the list by provider and by patient type, then export it to a CSV file to guide your outreach.
2. Accessing the Recall List
- Click Shortcuts in the top navigation.
- Select View Recall List.
3. Selecting a Recall Time Frame
Once you're on the Recall List page, choose how far back to look for patients who have not been seen. Available time frames are:
- 1 week
- 1 month
- 3 months
- 6 months
- 12 months
- 24 months
4. Filtering by Provider and Encounter Type
The Recall List includes columns that let you narrow the results before exporting:
- Individual records – check or uncheck specific patient records.
- Providers – check individual providers, or use Check All Providers / Uncheck All Providers to quickly select or clear the full list.
- Type of Last Encounter – shows whether the most recent activity for a patient was the last time a chart was created for them, or the last time an appointment appeared on the calendar.
5. Filtering by Tags
Use the page size filter to include or exclude specific groups of patients from your results. For example, you can filter out patients on special pricing or patients who consistently no-show, or filter down to only a specific patient population — such as showing only Direct Primary Care (DPC) patients so the list reflects just your primary care panel.
6. Exporting the Recall List to CSV
Once your time frame, provider, and page size selections are made, click Export to CSV. A file named with “recall” in the file name will download to your computer, where it can be opened in Excel.
7. Understanding the Exported Report
The exported Recall List includes the following fields for each patient:
- First and last name
- Phone number
- Email address
- Date of last appointment
- Service name, if a service was associated with the last appointment
8. Related Report: Patient Demographics with Last Appointment
In addition to the Recall List, the Patient Demographics with Last Appointment report (found under Analytics) provides similar information based on patient demographics. You can use it the same way as the Recall List — viewing and sorting by date of last appointment. This report excludes any patients who have never been seen in the practice, so it's a good option when you want to focus only on your existing patient base.
9. Related Feature: Tasks
The Tasks feature is a common companion to the Recall List. Tasks are used for internal reminders — for example, following up on labs, or reaching out to a patient a few weeks after an appointment. For more in-depth information on creating and managing tasks, see our Tasks article.
Create Tasks for Intra-Office and Patient Communications
Frequently Asked Questions
What time frames can I choose from when pulling a recall list?
You can choose 1 week, 1 month, 3 months, 6 months, 12 months, or 24 months.
Can I limit the Recall List to a specific group of patients?
Yes. Use the page size filter to include only a specific patient type (such as DPC patients) or to exclude patients who meet certain criteria (such as special pricing or repeated no-shows).
What's the difference between the Recall List and the Patient Demographics with Last Appointment report?
Both show you when a patient was last seen, but the Patient Demographics with Last Appointment report automatically excludes patients who have never had an appointment, while the Recall List does not make that distinction on its own.
Where does the exported file go?
Clicking Export to CSV downloads a file with “recall” in the file name, which you can open directly in Excel.
How is the Recall List related to Tasks?
The Recall List helps you find patients who need outreach, while Tasks let you assign and track that outreach internally — for example, creating a task to call a patient identified on the Recall List.
Disclaimers
- Field names and menu locations shown in this article reflect the current version of OptiMantra and may change in future releases.
- Exported Recall List data should be handled in accordance with your practice's HIPAA and data-security policies, as it contains patient contact information.
- Always confirm patient contact information is current before using it for outreach generated from the Recall List.