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 and prevent these records from being included on profile reports). a. 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.
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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.
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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
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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 report will not come up on a subsequent recall report for 60 days including those run by county or state agencies. Persons from that run are “flagged” for the tracking reports described on page 4. Persons will only be recalled (flagged) three times per year. Four reports are available for tracking (See page 5).
Note: The system defaults to Not Mailed. (If the choice of mailed or not mailed isn’t made, the report will drop off of the system after 10 days, records from the report will appear on subsequent runs, as if Not Mailed had been TIPS chosen
If Not Mailed is selected: Not mailed means that the system will not flag persons from that run. If you are simply testing the system, choose not mailed, when you are done with the test, or if you made an error in creating the report choose not mailed and create another report.
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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.
Tip: Always use Provider ID for running MCIR reports unless your roster is absolutely up to date. 5
Report choices include: People who have not Responded after 3 Recalls Number of People Receiving Recalls Number of Vaccinations Resulting from Recalls Number of People Receiving Reminders
Questions? Call the Region 2 Helpdesk at 1-888-217-3901!