MCIR Recall: Easy 2-Day Method
DAY 1
To Do List (Before Running the Report)
Be certain that all MCIR data has been entered for the age group you wish to run.
Make sure all MCIR users are utilizing MCIR Options (see text box below).
Proper utilization of MCIR Options include:
a. Noting address changes for responsible party/parties.
b. Marking death information, mark the record, as person is deceased.
c. Marking records when the address is known to be incorrect, mark the record, person has
moved or gone elsewhere.
d. Marking, persons is migrant, when appropriate.
e. Marking when a person have moved out of Michigan, mark the record, as person does not
receive medical care in Michigan (this will prevent recall letters from being generated
a. and prevent these records from being included on profile reports).
Options are located at the
Running the Recall Report bottom of each person’s Information Screen
Log in to the MCIR; select Create Recall from the Reminder/Recall section on the Home page.
Type a description to match the report you are running. “RCL 6-36 mo”/ “RCL 4-6 yrs” / “RCL 11-14
yrs”. (Describing the report will aid you in retrieval and will also be useful in the future should you
wish to display a complete list of the recalls that you have run from MCIR).
Select Letter Type; preview both types of reports and select the letter format of your choice.
Comprehensive letters include shots given as well as shots needed. Simple letters include less detail for
ease of understanding.
Change the age range to match the description, and choose months or years in the age field. For
example, running 6 months – 36 months would require the choice of months, running 11-12 year olds,
would require the choice of years.
Generate notices based on patient roster or provider ID.
Select to include or exclude Migrant.
Note: If you want to run a recall for a single vaccine; locate the vaccine in the vaccine series drop
down.
1
DAY 1
Enter a customized message in the Provider Message section. (Example: Please call Dr. Smith’s
Family Practice in Hometown, at: 269-555-9876 to schedule an appointment. You may also contact
your local Health Department for immunizations or to let them know about recent shots given, but
not shown at 269-555-1234 Thank you!) The message field is limited to approximately 250
characters.
Chose the number of letters to be generated. The maximum number of letters is automatically limited
to 300. It can be increased if you suspect that more than 300 overdue records will show up on the
report. It is recommended to begin with a small number of letters for your first run. You should limit it
to 25 –50, making the quality assurance aspect more manageable.
Click the submit key then click OK or Cancel for the pop-up summary message. Be sure you chose
years (not months) if running the 4 - 6 year old and 11 - 14 year old reports. (See more details below.)
Create Recall Screen
Tip: The description
should match the report
you run. “RCL 6-36 mo”/
“RCL 4-6 yrs” / “RCL
11-14 yrs”
Tip: Report can be
available as early as the
next day. Change to
Monday’s date if running
on Friday.
Example Provider Message:
Please call Dr. Smith’s Family Practice in
Hometown, at: 269-555-5555 to schedule an
appointment. You may also contact your local
Health Department for immunizations. Please
call the office to let us know about
immunizations given, but not shown on the
MCIR record.
2
DAY 2
Retrieve the Recall Report
1. Log in to the MCIR on the report target date. Select Retrieve/Confirm Results from the
Reminder/Recall section on the Home page.
2. Click on the “Retrieve report” link and scroll to the end to view the summary page. If the summary
page lists records for which no letters were printed, research those names for new or complete address
information and re-run the report after updating the MCIR.
3. Click on the save icon to save the report to your PC, then click on the print icon. Letters and a
summary page will print. (Note: the PDF letter pages may not be available after it is closed, that is
why you should save the report to your PC. Saving the report to your PC is a way to ensure the letters
will be available for printing past the 10 day time frame.)
4. Remove letters from the report for persons who appear on your appointment schedule. (Attach sheets
to charts and notate on the summary page). Remove letters for those that have waived some or all
vaccinations.
5. Check each letter against the person’s chart to find missed data. (Recommended for first ever recall
report.)
6. Check each letter for name and address errors (obvious to the eye, e.g. city misspelled) note needed
corrections on the summary page, when finished with this step update in MCIR (changes will appear in
future recall runs).
7. Mail letters on Day 2 if possible. Note: To fold appropriately fold on the “tic mark ( - ).” The letter
won’t fold exactly in thirds, but will fit in the envelope correctly. Use standard, privacy, and
windowed number 10 envelopes.
8. Use return labels with “Return Service Requested” as the bottom line of text
9. Repeat for all recall reports run on Day 1.
Note: Recall Letters will not print for the following circumstances:
If a MCIR record does not have a valid zip code, city or street
For persons opted out of MCIR
For records marked deceased
For records flagged not to receive notices (this flag is located and marked on the
General Information screen under the responsible party current address)
For records marked moved or gone elsewhere
For records that are marked as person does not receive medical care in Michigan
3
DAY 2
Finalize the Recall Report
Go back into the MCIR, select Retrieve/Confirm Results and choose Mailed, or Edit then Mailed, or
Not Mailed. If any records were not mailed (e.g., record was removed from stack and attached to chart
because person is coming in tomorrow) choose Edit and delete those records from the list before selecting
Mailed. Even if only running reports for information, you may want to select “mailed” – see screen shot
below.) If you choose Not Mailed, then Edit does not apply.
.
If Mailed is selected:
Letters for persons from that If Not Mailed is selected:
report will not come up on a Not mailed means that the
subsequent recall report for system will not flag
60 days including those run Note: The system defaults persons from that run. If
by county or state agencies. to Not Mailed. (If the choice you are simply testing the
Persons from that run are of mailed or not mailed isn’t system, choose not
“flagged” for the tracking made, the report will drop off mailed, when you are
reports described on page 4. of the system after 10 days, done with the test, or if
Persons will only be records from the report will you made an error in
recalled (flagged) three appear on subsequent runs, as creating the report choose
times per year. if Not Mailed had been not mailed and create
Four reports are available chosen TIPS another report.
for tracking (See page 5).
4
DAY 2
Make Corrections
If any corrections were noted on the summary page, go into the MCIR and update records
accordingly. The corrections will show up on subsequent recall runs.
Returned Letter Process
“Person has moved or gone elsewhere”: If any recall letters are returned, go into the MCIR and
update the record with the correct address and resend the letter to the current address. If no current
address is on file, mark the “Moved or Gone Elsewhere” box at the bottom of the General
Information Screen; this flags the record to indicate that the address needs to be updated.
“Return Service Requested”: Print (or stamp) “Return Service Requested” as the bottom line of
your return address, so that undeliverable-as-addressed mail pieces will be returned with the new
address or reason for non-delivery, then the address update can be done in MCIR and your clinical
system. The post office provides this service at no charge.
Recall Report History View
To display a history of all recall reports run, click in the “show all” box on the Retrieve/Confirm
Results page.
Reports Populated by Running Recall
Once a history of Mailed reports has been established, other reports are available for your use.
To run these reports: Select Create Reports in the Reminder/Recall menu and choose the report
type (available reports are listed below). Choose Retrieve Reports after the report has been
submitted.
Report choices include:
People who have not
Responded after 3 Recalls
Number of People Receiving
Recalls
Number of Vaccinations
Tip: Resulting from Recalls
Always use Provider ID Number of People Receiving
for running MCIR reports Reminders
unless your roster is
absolutely up to date.
5 Questions?
Call the Region 2 Helpdesk at 1-888-217-3901!