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Beechdale Health Centre
Call and Recall Protocol
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A.
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This document and the information contained therein is the property of Beechdale Health
Centre.
This document contains information that is privileged, confidential or otherwise protected from
disclosure. It must not be used by, or its contents reproduced or otherwise copied or disclosed
without the prior consent in writing from Beechdale Health Centre.
B.
Document Details
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Author and Role:
Organisation:
Document Reference:
Internal
Arun Venugopal PM
Beechdale Health Centre
C&RP
Current Version Number:
Current Document Approved By:
Date Approved:
1
Arun Venugopal
3/11/2012
C.
Document Revision and Approval History
Version
1

1.1
Version Created By:
Version Approved By:
3/11/2012
Date
Arun Venugopal PM
Arun Venugopal PM
Created from IQ CQC default
01.04.2014
Arun Venugopal
Arun Venugopal
Reviewed from Initial
Document
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Overview
Patients who require chronic disease management, smear tests, childhood immunisations or
those who take certain medications which require regular blood tests, will be subject to call and
recall procedures to ensure that they are followed-up in an appropriate and timely fashion.
This enables the Practice to optimise patient care and will guarantee that patients are given the
choice of accepting or declining invitations and by doing so, taking decisions about their
management.
Protocol

On the 1st working day of each month, exception reports will be run to find patients within
any of the above areas who are due for review appointments in the month that follows (e.g.
patients due for a review appointment in June will be run in May).

This list of patients will be mail-merged into pro-forma letters which also contain a tear-off
portion enabling them to accept or decline the invitation.

There may be a few days’ delay before the letters can be sent out. So, before sending the
letters, practice secretary / receptionists will check each patient record to ensure that they
are still registered, not deceased (sometimes patients can be registered but deceased as
there can be a delay before the patient is deducted by the CCG) and have not already been
seen for their review / smear / immunisation / blood test.
Recall Time-Periods
Recall periods vary, depending on the reason / condition.
The following time-periods will be adhered to:
 Normal smear (patient aged between 25 and 49) - every 3 years;
 Normal smear (patient aged between 50 and 65) - every 5 years;
(Abnormal smears will vary depending on the result (see Cervical Smear Policy));
 Diabetic review - 12 months;
 COPD review - 12 months;
 Asthma review – every 12 months;
 Heart disease – 12 months;
 Childhood immunisations will follow the national schedule.
Blood tests required for drugs will vary depending on the drug used and intervals when taken.
This will be in-line with British National Formulary (BNF) recommendations.
Patients that fall under any of the above reasons / conditions will be recalled after 3 consecutive
months unless they decline the invitation in writing (this should then be noted in the patient’s
record by a nurse or attend).
After 3 invitations, patients will be deemed to have declined by informed dissent and their record
will be annotated accordingly. Their recall date will be reset for 12 months, hence for smears and
chronic disease patients.
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For childhood immunisations which are age-sensitive, the time-period will follow the national
schedule. A Practice nurse will telephone the child’s parent or carer to encourage them to bring
the child in.
In the case of blood tests, the patient’s doctor will write to the patient to encourage them to
attend for the blood test. The letter sent will also highlight the risks of not attending.
Sample Letters to Patients to assist in implementing the Call & Recall Protocol:
The following sample letters are featured on Pages 4 – 12:

Asthma Monitoring
-
Page 4

Prevention of Coronary Heart Disease (CHD)
-
Page 5

Cholesterol Test
-
Page 6

Respiratory Review
-
Page 7

Diabetes Review
-
Page 8

Hypertension Review
-
Page 9

Annual General Health Check
-
Page 10

Oral Glucose Tolerance Test
-
Page 11

Cervical Smear Test
-
Page 12
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***Insert Date***
***Insert Patient Name***
Address Line 1
Address Line 2
Town / City
Postcode
Dear ***Insert Patient Name***
Asthma Monitoring
Our records indicate that your annual Asthma Check is now due.
If you perform Peak Flow Monitoring, it would be helpful if you would bring with you to the
clinic, a 2 week record of your readings and your inhalers.
We are obliged to remind you that your Asthma review is due.
However, if you wish to decline your review, please sign the form below and return the whole
letter to the Practice.
If at any time in the future you wish to re-join the programme, please do not hesitate to make an
appointment.
Yours sincerely
I do not wish to have an Asthma Review this year.
Signature: ............................................................... Date: ........................................
Please Print Name: ................................................. Date of Birth: ............................
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***Insert Date***
***Insert Patient Name***
Address Line 1
Address Line 2
Town / City
Postcode
Dear ***Insert Patient Name***
Prevention of Coronary Heart Disease (CHD)
The Practice is inviting all patients with a history of heart attack, angina, coronary artery bypass,
angioplasty, hypertension, raised cholesterol and stroke to an annual health screening.
Please make an appointment for a blood test to check your kidney function, liver function,
cholesterol and sugar levels.
We are obliged to remind you that your CHD review is due.
However, if you wish to decline your review, please sign the form below and return the whole
letter to the Practice.
Yours sincerely
I do not wish to have a CHD Review this year.
Signature: ............................................................... Date: ........................................
Please Print Name: ................................................. Date of Birth: ............................
***Insert Date***
***Insert Patient Name***
Address Line 1
Address Line 2
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Town / City
Postcode
Dear ***Insert Patient Name***
Cholesterol Test
Our records indicate that your annual Cholesterol Test is now due.
Please make an appointment for a blood test to check your cholesterol, kidney function, liver
function and sugar level.
We are obliged to remind you that this review is now due.
However, if you wish to decline your review, please sign the form below and return the whole
letter to the Practice.
If at any time you wish to re-join the programme, please do not hesitate to make an
appointment.
Yours sincerely
I do not wish to have a Cholesterol Test this year.
Signature: ............................................................... Date: ........................................
Please Print Name: ................................................. Date of Birth: ............................
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***Insert Date***
***Insert Patient Name***
Address Line 1
Address Line 2
Town / City
Postcode
Dear ***Insert Patient Name***
Respiratory Review
According to our records, it is now time for you to have a Respiratory Review at a COPD clinic.
This will give us the opportunity to check that you are using your inhalers properly, undertake a
spirometry test and to also address any queries or concerns you may have.
Please make an appointment to see ***Insert Name of Person***, for a COPD review.
However, if you do not wish to have your review, please sign and return the whole letter to the
Practice.
Yours sincerely
I do not wish to have a Respiratory Review this year.
Signature: ............................................................... Date: ........................................
Please Print Name: ................................................. Date of Birth: ............................
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***Insert Date***
***Insert Patient Name***
Address Line 1
Address Line 2
Town / City
Postcode
Dear ***Insert Patient Name***
Diabetes Review
Our records indicate that your Diabetes Review is due within the next 4-6 weeks.
Please make an appointment for a non-fasting blood test to check your HbA1C, kidney function,
liver function and cholesterol.
We are obliged to remind you that your Diabetes Review is due.
However, if you wish to decline your review please sign and return the whole letter to the
Practice.
If at any time you wish to re-join the programme, please do not hesitate to make an
appointment.
Yours sincerely
I do not wish to have a Diabetes Review this year.
Signature: ............................................................... Date: ........................................
Please Print Name: ................................................. Date of Birth: ............................
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***Insert Date***
***Insert Patient Name***
Address Line 1
Address Line 2
Town / City
Postcode
Dear ***Insert Patient Name***
Hypertension Review
Our records indicate that your Hypertension Review is now due.
Please make an appointment for a blood test to check your cholesterol, kidney function, liver
function and sugar level.
We are obliged to remind you that this review is now due.
However, if you wish to decline your review please sign and return the whole letter to the
Practice.
If at any time you wish to re-join the programme, please do not hesitate to make an
appointment.
Yours sincerely
I do not wish to have a Hypertension Review this year.
Signature: ............................................................... Date: ........................................
Please Print Name: ................................................. Date of Birth: ............................
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***Insert Date***
***Insert Patient Name***
Address Line 1
Address Line 2
Town / City
Postcode
Dear ***Insert Patient Name***
Annual General Health Check
You may currently be seeing your Specialist or GP in connection with your medical problems.
However, we feel that you would benefit from an Annual General Health Check.
During the check you will be able to raise any general health concerns that you may have. It will
also give us the opportunity to record your blood pressure, height, weight and smoking history,
as well as addressing any issues / risks that may have an impact on your general health.
Please make an appointment with ***Insert Name of Person***, within the next 2 weeks in
order that that the review can take place.
If you do not wish to avail yourself of this service, please sign below and return the whole letter
to the Practice.
Yours sincerely
I do not wish to have an Annual General Health Check this year.
Signature: ............................................................... Date: ........................................
Please Print Name: ................................................. Date of Birth: ............................
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***Insert Date***
***Insert Patient Name***
Address Line 1
Address Line 2
Town / City
Postcode
Dear ***Insert Patient Name***
Oral Glucose Tolerance Test
Our records indicate that your annual Oral Glucose Tolerance Test (OGTT) is now due.
Please make an appointment for a fasting blood test to check your OGTT, kidney function, liver
function and cholesterol.
We are obliged to remind you that this review is due.
However, if you wish to decline your review, please sign and return the whole letter to the
Practice.
If at any time you wish to re-join the programme, please do not hesitate to make an
appointment.
Yours sincerely
I do not wish to have an Oral Glucose Tolerance Test this year.
Signature: ............................................................... Date: ........................................
Please Print Name: ................................................. Date of Birth: ............................
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***Insert Date***
***Insert Patient Name***
Address Line 1
Address Line 2
Town / City
Postcode
Dear ***Insert Patient Name***
Cervical Smear Test
According to our records, you are due to have a Cervical Smear Test. This is a test to check the
health of the cervix which is the lower part of the womb.
Please contact the Practice on the above number to make an appointment with ***Insert Name
and Position of Person***.
The best time to have the test is between days 10 and 20 of your menstrual cycle (the first day of
your period being day 1). If you do not have periods, please still contact the Practice for an
appointment.
We will contact you with the results of your smear within 6 weeks of the test.
If you would like any further advice, please do not hesitate to contact the Practice.
We are obliged to remind you that your smear test is due. However, if you wish to decline your
test, please sign and return the whole letter to the Practice.
Yours sincerely
I do not wish to have a Cervical Smear Test this year.
Signature: ............................................................... Date: ........................................
Please Print Name: ................................................. Date of Birth: ............................
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