Recall and reactivation sequences
Patients and clients overdue for their next visit get a staged, practice-approved recall sequence, and the front desk gets a ranked call list.
The recall list in the practice software is long and nobody works it. Postcards go out once a year. Hygiene chairs sit open while overdue patients drift to whoever texts them first.
- 01Trigger
Recall date passed
The export or integration shows patients overdue with nothing scheduled.
- 02Qualify or process
Segment by overdue
Due soon, overdue, and long overdue get different approved messages; exclusions applied.
- 03System update
Log and rank
Every touch recorded; a ranked call list is produced for the front desk.
- 04Customer communication
Staged reminders
Short messages by preferred channel with a way to book, and no clinical content.
- 05Human escalation
Front desk calls
The ranked list each morning; anything clinical goes to the provider.
- 06Measurement
Recall recaptured
Patients contacted, appointments booked from recall, and open hygiene time, monthly.
Best for
- Dental practices with open hygiene time and a long overdue list
- Med spas whose clients come back only when they remember to
- Front desks that work recall in bursts rather than every day
Trigger
A patient or client passes their recall due date with no appointment scheduled, based on a practice management export or a validated integration.
Inputs
- The recall due list with last visit date
- Contact preferences and communication consent
- Insurance or membership status where it changes the message
- The messages the practice has approved for each stage
Actions
- Segment the list by how overdue each patient is
- Send staged messages (due soon, overdue, long overdue) by preferred channel with a way to book
- Create a ranked call list for the front desk each morning
- Stop the sequence the moment an appointment is booked
- Log every touch on a worksheet or in the practice system where writes are supported
Outputs
- An outreach log by stage
- A ranked daily call list
- A monthly recall recapture report
Human handoff
The front desk owns every call. The sequence never mentions clinical findings, and every message is approved by the practice before use.
Exceptions
- Patients marked transferred or inactive are removed
- Minors are contacted through the guardian on file
- Patients with an unpaid balance go to the office manager before outreach
- Patients who have opted out of messages are called by a person or left alone, per the practice's rule
Required access
- A practice management export or a validated integration for the recall list
- The patient communication platform the practice already uses
- Signed agreements (including a BAA) covering any vendor that touches patient data
Important limitations
- Dentrix, Eaglesoft, Open Dental, and similar systems require technical validation, and some installations have no usable API
- Compliance is scoped with the right agreements (BAA), permissions, data minimization, and security controls, not assumed
- Recall due dates have to be maintained in the practice system; the workflow does not invent them
- Dentrix
- Eaglesoft
- Open Dental
- Weave
- GoHighLevel
- Dentrix (validate first)
- Eaglesoft (validate first)
- Open Dental (validate first)
- Weave (validate first)
- GoHighLevel
Scoped after the Roadmap call; typically three to five weeks once the data path is validated
$8,000 to $25,000
The range for the tier this workflow usually falls in. Your number comes in a written scope. Pricing →
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