Eye-Exam Recall

The automation platform queries the patient database daily at 8 AM to identify all patients whose exam due date is within the next 14 days and who have no scheduled appointment. A list of recall candidates is generated.

The Recall retrieves the most recent contact information for each patient, validates phone and email addresses, and flags any records with missing or outdated details for manual review.

The Recall composes a personalised recall message for each patient, including their name, last exam date, and a clear call-to-action. The message is tailored to the patient's preferred contact method.

The automation sends the recall message via email and SMS, based on the patient's contact preference. A log entry is created for each outreach attempt.

The system monitors for patient responses (email replies, SMS confirmations, or calendar bookings) over the next 7 days. If a confirmation is received, the flow proceeds to appointment confirmation. If no response, the flow triggers a follow-up.

For non-responders after 7 days, the automation sends a second reminder via the patient's preferred channel, with a direct link to book online or a phone number to call.

When a patient confirms, the Recall logs the confirmation, updates the appointment calendar, and sends a final confirmation email with appointment details and pre-visit instructions.

Every Monday, the automation compiles a summary report of the previous week's recall activity, including contacts made, confirmation rate, no-show rate, and outstanding follow-ups. The report is posted and saved.