Last Updated: October 6, 2026
An injection recall worklist is a weekly, human-owned list of patients who are due or overdue for an injectable PrEP dose, with a named staff member, a contact log, and an escalation rule for each row.
Automated reminders fail silently. A tickler fires in the EHR, a no-show text goes out, and then nothing happens when the patient ignores it. No one calls.
That gap matters because injectable PrEP only works on schedule. Apretude follows month 1, month 2, then every 2 months.
Miss a dose window and protection lapses. The patient rarely calls to say so.
A worklist fixes this by making every overdue patient a visible, assigned task. Someone owns it. Someone logs the attempt. Someone escalates.
The recall cadence depends on which injectable the patient is on. Get this table into your worklist logic before you build anything else.
| Product | Lead-In | Maintenance | Recall Trigger |
|---|---|---|---|
| Apretude (cabotegravir) | Month 1, then month 2 | Every 2 months | 14 days before due date |
| Yeztugo (lenacapavir) | Lead-in doses per label | Every 6 months | 30 days before due date |
| Oral PrEP (comparison) | Daily | Every 3 months visit | 21 days before due date |
Two things trip clinics up here. First, Apretude's second dose has a one-month window.
Second, oral PrEP patients on your panel still need quarterly HIV testing and STI screening.
Build the cadence into your tickler type, not into a spreadsheet someone updates by hand.
A patient recall worklist template is the structured row format your team works from each week. It holds the minimum data needed to contact a patient, document the attempt, and close the loop.
Keep PHI inside the EHR or your HIPAA-compliant CRM. Never export a worklist to a personal spreadsheet or email it to a shared inbox.
Running the worklist is a 60-minute weekly routine with a named owner. Here is the sequence.
A patient reactivation call script is a short, HIPAA-safe phone framework that invites the patient to a prevention visit without naming a test, a result, or a diagnosis on the call.
Here is the template. Fill in the bracketed fields.
"Hi, this is [name] calling from [clinic]. I'm reaching out because our records show you're due for a routine prevention visit. We'd like to get you scheduled at your convenience.
Rules that apply to every call:
If the patient asks why they are being called, the answer is a routine prevention visit. Nothing more.
Missed PrEP injection follow-up is a clinical safety issue, not a scheduling one. When a dose window lapses, protection is not guaranteed, and the next step depends on how far past due the patient is and what their HIV status looks like today.
The worklist owner does not make the clinical call. The worklist owner makes sure the prescriber sees the row with enough information to make it.
Apretude runs month 1, month 2, then every 2 months.
When dose 2 slips past that window, the prescriber has to decide between resuming the injection schedule and restarting with an oral lead-in, depending on how long the gap is and the patient's exposure history.
A common pattern in programs we run: the recall trigger for dose 2 fires at 14 days before the due date, not on the due date.
Every injectable patient also needs HIV testing on the product's schedule, and that test is a separate tickler from the injection tickler. In our experience, clinics that merge the two into one row lose the testing signal when the injection gets rescheduled.
Injection documentation, site, lot and expiration, HIV result, kit lot, often lives in a staff case note that no report can see. That is the same failure mode that produces an injection with no encounter, no note, and no charge. Put the documentation in the encounter and standardize an injection order set so the fields are not optional.
A CRM pipeline turns the worklist from a weekly chore into an automatic rebooking engine. The injectable-PrEP pipeline runs on stages and triggers, not on memory.
The stages map to the clinical cadence:
Each stage has a trigger. When a patient books, the pipeline advances. When a visit is missed, the pipeline flags the row for the worklist. When the patient is reached, the pipeline sets the next rebooking date automatically.
A worklist row is not done when someone calls. It is done when the status changes to a state that removes it from the active queue. Use a small, fixed set:
| Status | Meaning | Leaves the active queue? |
|---|---|---|
| Open | No contact attempt logged yet | No |
| Attempted | One or more attempts logged, no booking | No |
| Reached | Patient answered and agreed to a plan | Yes, once booked |
| Booked | Appointment on the schedule | Yes |
| Unreachable | Two attempts, different channels, no response | Yes, routed to prescriber |
| Closed | Visit completed or patient declined | Yes |
Keep PHI inside the EHR or your HIPAA-compliant CRM. Never export a worklist to a personal spreadsheet or email it to a shared inbox.
A recall program that cannot report its own outcomes will not survive a staffing change. Track these weekly:
In our experience, a scheduler working a clean list can realistically hit about 30 calls and 5 bookings per day per person. If the contact rate is high and the re-engagement rate is low, the problem is the offer or the script, not the list.
This is where VaultStream, the HIPAA-compliant CRM in The Marketing Lab's Clinic Growth Suite, fits.
SMS consent matters here. A2P 10DLC registration needs separate consent checkboxes for customer-care versus promotional texts, STOP and HELP language, rates disclosure, and a no-purchase-condition clause in the terms.
Reporting should tie to kept appointments, not clicks. Never place PHI in ad platforms or analytics tools.
Two documented attempts, then escalate. In our experience the pattern that holds up is: attempt one within 48 hours of the missed date by phone, attempt two three to five days later through a second channel (portal message or SMS where consent exists), and if both go unanswered the row moves to an escalation queue owned by a named supervisor. Automated reminders alone fail silently because nobody calls when the tickler fires and the patient never responds. Log every attempt with date, channel, and outcome so the record shows a real effort rather than a single unanswered robocall.
Log the contact attempt date and time, the channel used, who made the attempt, whether contact was made, and the patient's stated reason for missing the dose. Never record a test result, diagnosis, or medication name on a voicemail, in an SMS, or in a message a family member could see. PHI belongs in the patient portal or your HIPAA-compliant CRM, not in a call log visible to front desk staff. Worklist status should move through defined values (due, attempted, scheduled, kept, lost to follow-up) so a manager can see the queue at a glance.
Cabotegravir (Apretude) runs on a month 1, month 2, then every 2 months schedule after the oral lead-in, and the recall worklist should be built against that exact cadence rather than a generic 90-day tickler. Yeztugo follows a lead-in then every 6 months. Book the next injection before the patient leaves the room, and let the CRM pipeline rebook automatically at the clinical interval. A patient who is 30 days past an Apretude maintenance dose is a different clinical situation than one 30 days past an oral PrEP refill, so the worklist has to know which cadence applies.
Re-initiation rules depend on how far past the scheduled date the patient is, and for Apretude a dose 2 that slips past a month may require restarting the schedule rather than simply resuming. That is a clinical determination, so the worklist should flag the patient for the prescriber rather than have non-clinical staff decide. Confirm HIV status before any re-initiation, document the assessment, and link the patient back to care if the result is positive or discordant. In our experience the operational failure is not the clinical rule, it is that nobody owns the follow-up.
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