Recalling inactive patients is critical for clinic revenue but manual outreach is time-consuming and inconsistent. Staff spend hours extracting lists, cleaning data, and sending messages one by one.
Automation identifies inactive patients, segments them by recall type, and sends personalized emails and SMS at scale. Responses are tracked automatically, and follow-ups are triggered without manual intervention.
The full workflow, from trigger to completion.
The automation runs every Monday morning and queries for patients with last visit 6 to 12 months ago and no recall sent in the past 30 days.
The automation pulls patient records (name, email, phone, last visit date), removes duplicates, and validates email and phone formats.
The automation analyzes each patient's visit history and clinical notes to assign a recall category (routine checkup, follow-up care, seasonal). This determines the outreach message.
Personalized emails are sent in bulk to all segmented patients with the appropriate message template and patient name inserted.
SMS messages are sent to patients with valid phone numbers, using the same segmented message templates.
A record of each email and SMS sent (patient name, contact method, timestamp, message type) is automatically logged for tracking and compliance.
The automation monitors for replies and booking confirmations over 5 days. When a patient books or confirms, the patient record is updated automatically and marked as reactivated.
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