How do I transfer old recalls?

The video guides transferring recall data from Old SystmOne Recalls on to our Welby Innovate Recall system. It covers identifying recalls that are covered by our system automatically, and those that need setting up on a patient specific basis.

We recommend running both systems side-by-side temporarily while you get up and running.

If you use scheduled tasks, you will need to review and cancel those one by one.

Or if you prefer a step-by-step guide:

Step-by-Step Guide: Transferring Recalls from SystmOne to Welby Innovate

Step 1: Access Clinical Reporting

• Open Clinical Reporting in SystmOne.
• Navigate to Welby Innovate > Welby Innovate Recall.

Step 2: Find Old Recalls

• In the Welby Innovate Recall folder, locate the Old Recalls folder.
  • This report shows all patient recalls currently active in SystmOne (e.g., first, second, third recalls) and separates them into those covered by the new system and those that aren’t.

Step 3: Review Recalls by Type

• Break down the report by Recall Type and Patient Numbers.
  • This helps to identify the most common recalls at the top of the list.

Example:

• Hypertension 12-Month Recall: If the recall is for hypertension, the new system automatically covers it (as the patient will have an annual review). No further action is needed.

Step 4: Clear Covered Recalls (Optional)

• You may want to clear recalls covered by the new system:
  • Right-click on a recall type and select Amend Recall Type.
  • For large groups, create a dummy recall, such as "Delete Covered by New System."
  • Tip: This makes it clear that certain recalls don’t need action.

Step 5: Investigate Uncertain Recalls

• For recalls that aren’t obviously covered by the new system (e.g., "Annual Health Review"):
  • Investigate their purpose.
  • If these are covered by the new system, you can ignore them. Otherwise, you may need to transfer them.

Step 6: Handle Patient-Specific Recalls

• Pay close attention to patient-specific recalls, such as PSA monitoring or other individual medical checks.
  • If these are not covered by the system, you'll need to manually add them for each patient.

Step 7: Review Low-Priority Recalls

• Some recalls may not be a priority (e.g., "Over 75s Annual Review") and can be ignored or manually reviewed if they are not part of your practice's active process.
  • Example: "Asthma Annual Recall" may appear, but in some cases, patients without inhalers in the last 12 months won’t require a review based on QOF rules.

Step 8: Monitor Specific Recalls

• For recalls like Blood Pressure Checks, you may need to assess whether these were one-off or regular checks and whether they should be transferred to the new system.
  • If they’re no longer relevant, cancel them. If they’re ongoing, ensure they are moved to the new system.

Step 9: Check Recalls by Date

• Break down recalls by their dates.
  • Recalls from long ago may no longer be relevant, but more recent or upcoming ones should be reviewed to ensure they are properly managed in the new system.

Step 10: Use Medication Monitoring

• The new system has integrated medication monitoring through the Prescribing Module:
  • Medication Check Pending recalls can be automatically monitored through this module.
  • If covered, you can cancel these recalls and mark them as "Covered by New System."

Step 11: Run Systems Side-by-Side (Optional)

• Some practices may prefer to run both systems (old and new) simultaneously for a short period:
  • Continue generating recall letters while verifying whether each patient is covered by the new system.
  • Cancel any old recalls if they are covered by the new system or deemed unnecessary.

Step 12: Consider Using Recalls on the Home Screen

• You can add outstanding recalls to the home screen as a reminder.
  • As patients come in for appointments, staff can review and cancel old recalls directly.

Step 13: Address Scheduled Tasks

• Scheduled Tasks can’t be found in bulk.
  • As they appear, ensure they are manually actioned and added to the new system. Then cancel the scheduled task to avoid duplication.

Conclusion:

By transferring recalls to the new Welby Innovate system, you streamline patient management and avoid redundant recalls. Start by focusing on patient-specific or uncategorised recalls and gradually move the relevant ones to the new system. Running both systems temporarily helps ensure nothing is missed during the transition. For further assistance, feel free to reach out!