Patient Recall & Recare

Q: Can the system handle patients who prefer email only or SMS only?

Yes, the system respects each patient's communication preference and sends reminders through their chosen channel, email, SMS, or both.

Q: Will the automation work with our existing patient management system?

The automation integrates with most dental practice management systems through standard data connections, syncing patient records and appointment availability daily.

Q: What happens if a patient's phone number or email is outdated?

The system validates contact information before sending and flags invalid addresses so staff can update records or attempt outreach by phone.

Q: How does the system know which patients are due for recall?

The system queries your patient database each morning based on recall intervals set in your practice management system, automatically identifying patients whose recall or recare date has arrived.

Keep your appointment book full by sending timely, personalised recall messages without the manual follow-up grind.

1.8k hrs

Manual time identified

Companies have mapped

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About This Automation

Patient recall and recare campaigns manually require staff to review charts, compile lists, draft messages, and send reminders one by one across multiple tools. This scattered workflow causes delays, inconsistent outreach, and high no-show rates.

Automation identifies due patients daily, generates personalized reminders, and tracks responses automatically. The practice reaches patients on time, books more appointments, and staff focus on patient care instead of administrative tasks.

Key features:

Identify due patients automatically each day based on recall intervals

Generate personalized reminder messages for each patient

Send email and SMS reminders on schedule without manual copying

Track patient responses and flag those needing follow-up

Update patient records with appointment outcomes automatically

Monitor no-shows and trigger reschedule attempts

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Manual chart review daily Staff spend 45 minutes each day opening the patient management system and manually scanning charts for due dates.	80%
2	One-by-one message sending Reminders are sent individually through Gmail or SMS, requiring manual copying of addresses and typing of messages.	67%
3	Scattered response tracking Patient replies arrive via email, SMS, and phone calls, requiring staff to manually log each response in multiple places.	53%
4	Delayed follow-up on no-shows Staff must manually identify patients who did not respond or missed appointments, delaying reschedule attempts.	40%
5	Inconsistent contact data Phone numbers and email addresses are not verified before sending, leading to bounced messages and failed outreach.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

8.5/ 10

AI Fit Rating™

8.6/ 10

Automation Lift Index™

8.4/ 10

Hidden Overhead™

7.3/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Daily Check for Due Patientstrigger

The automation runs daily and queries the patient database to identify all patients whose recall or recare date has arrived and who have no appointment scheduled within the next 30 days.

2. Enrich Patient Data

The system pulls the patient's full contact information, last visit date, and preferred communication method, ensuring all data is current.

3. Generate Personalized Reminder

The automation composes a personalized reminder message tailored to the patient's history and preferred communication style, including available appointment slots.

4. Send Email Reminder

The reminder email is sent automatically to the patient's email address, with a link to book an appointment online.

5. Send SMS Reminder

A text message reminder is sent to the patient's phone number if SMS is their preferred contact method, with a callback number and appointment link.

6. Log Reminder

The system records that a reminder was sent, the date, time, and method in the patient's record for audit and follow-up tracking.

7. Notify Team

A summary message is posted showing how many reminders were sent, response rates, and any patients who need manual follow-up.