This article walks you through how Patient Management for Recare works in CareCru, how it layers on top of Donna’s automation, and best practices for managing your recare workflows using Tracker.
CareCru's Patient Management lists for Recare give you visibility into your patient base that goes beyond what your Practice Management Software provides. These lists allow you to identify specific audiences, create finely tuned segments, and proactively manage overdue and upcoming recare patients—helping ensure your schedules stay full.
What You’ll Learn
In this article, you’ll learn how to:
- Understand how Donna logs Recare automation touchpoints
- Review and work Recare Patient Management lists
- Log a recall from a Unified Patient Profile
- Understand how logged recalls sync back into Tracker
How Donna Logs Recare Automation Touchpoints
Donna automatically determines who to contact and when by evaluating several key data points in Tracker, including:
- The patient’s recare due date, as set by the pending appointment's Original Date
- Checking the current follow-up date and ensuring it is not set to the future
- Checking for any recently logged recalls within the last 2 weeks
Once Donna completes these logic checks, she begins outreach according to your configured recare workflows.
Every time Donna sends a recare message, a copy of that correspondence is automatically synced into Tracker in multiple places to ensure full visibility for your team.
Where Donna’s Recare Messages Appear in Tracker
Donna’s automated recare outreach is logged in the following locations:
-
Pending Appointment Record
A correspondence entry is added directly to the patient’s pending recare appointment.
Example:
-
Appointment Manager – Last Activity Message
The most recent recare message appears as the Last Activity Message, allowing teams to quickly see the latest outreach without opening the full record.
Example:
-
Patient Correspondence Tab
A full history of Donna’s automated messages is stored in the Correspondence tab of the patient profile.
Example:
How to Review Recare Patient Management Lists
Patient Management lists for Recare are designed to help teams work smarter—not harder—by clearly surfacing patients who need attention.
Smart Recare vs. Standard Recare Lists
The Smart Recare list dynamically adjusts based on Tracker logic and user activity. These lists automatically:
- Remove patients once a logged recall entry is made
- Remove patients that have a follow-up date in the future
Standard recare lists, by contrast, are more static and rely primarily on the Original Due Date without factoring in the broader Tracker logic.
Because Smart Recare reads deeper Tracker data, it provides a more accurate and actionable list—reducing manual cleanup and double work.
Best Practices for Working Recare Lists
- Review Smart Recare lists daily or weekly to stay ahead of overdue patients
-
Use list filters to focus on recare patients that have not recently been contacted first
👉How to: Filter your Recall Patient Management Lists -
Always review recent activity before reaching out to avoid duplicate contact
Reviewing Activities History
Within the Unified Patient Profile, the Activities view shows:
- Automated messages sent by Donna
- Manual recalls logged by team members
- Appointment changes and follow-up updates
This history helps teams quickly understand what has already happened before taking next steps.
💡Use the dynamic filters at the top to narrow your activity view
How to Log a Recall from a Unified Patient Profile
When you connect with a patient manually, logging that recall ensures Donna and Tracker stay in sync.
In CareCru:
- Navigate to the Unified Patient Profile by clicking on the patient's name from a Recare list
- Click ACTIONS
- Select Log Touchpoint
-
Complete the following fields:
- Family Members - Select additional family members to log the recall for (if applicable)
- Contact Method - Phone, SMS, or Email
- Outcome - Choose the option that best reflects the interaction
- Notes - Add any relevant details, if applicable
- Click Add to save
How Logged Recalls Are Synced Back into Tracker
Once a recall is logged in CareCru, Donna immediately updates Tracker to keep records accurate and current.
What Happens Automatically
After a recall is logged:
- A correspondence note is added to Tracker in real time
-
The follow-up date is automatically updated, keeping the Appointment Manager accurate
💡 Note: The default follow-up interval is 2 weeks, but this can be adjusted by working with your Practice Success team.
What the Tracker Note Includes
The synced note in Tracker will display:
- The action taken: “Logged a Recall via CareCru”
- Any manual notes added by the team member
- The first name and last initial of the team member who logged the recall
Example:
By consistently working Recare Patient Management lists and logging recalls, your team ensures Donna’s automation stays effective, your Tracker data remains clean, and your schedule stays full.