Patient recalls
About 5 hours a week back, and every patient due a visit hears from you on time. Reminders stop the moment they book.
Hours back
5
hours a week back, typically
How it runs
What we build, step by step.
This is the usual shape. Yours gets built around how your team actually does the job.
- 01
The recall list, pulled each week
Patients due or overdue a check-up, hygiene visit, eye test or review come out of your practice software with their name, contact details and due date. Nothing else.
- 02
A first message from the clinic
A short text from your clinic's number with a link to book, then an email the same day for patients who prefer it.
- 03
A follow-up for anyone who hasn't booked
A second nudge after a week and a last one after three. Each message is shorter than the one before.
- 04
Bookings ticked off automatically
Once a patient books, they drop off the list and the reminders stop. Nobody gets asked twice.
- 05
A call list for the front desk
Patients who still haven't booked after three messages go on a short list for a personal call, with a note of what they've already been sent.
Shown with software we see a lot. If your team uses something else, we build it into that instead.
Built for your business
Same job, different business. We build yours.
Two firms in the same trade rarely run a job the same way. Different software, different steps, different people signing off. We build it for your business, around how your team actually does the job.
Your steps
Built around the order your team already works in, odd exceptions included.
Your software
Runs inside the tools you already pay for, set up the way you use them.
Your rules
Your wording, your limits, your sign-offs. Nothing generic goes out in your name.
You sign off
Your team keeps the final say.
Your team approves the wording before launch, and any reply that isn't a booking (a question, a complaint, a mention of pain) goes to a person.
What it's worth
What those hours add up to.
5 hours a week, over 46 working weeks, is 230 hours a year. At $50 an hour, that’s
$11,500
back in the business, every year.
Typical, not promised.
Before and after
The job, before and after.
How it runs today
A receptionist runs the recall report, then works down the list by phone and text when the desk is quiet. On busy weeks the list waits. Patients who weren't contacted quietly lapse, and nobody notices until the diary has gaps three months later.
What we build
- The recall list, pulled each week
- A first message from the clinic
- A follow-up for anyone who hasn't booked
- Bookings ticked off automatically
- A call list for the front desk
A month in
The recall list gets worked every single week, busy or quiet. Your desk goes from phoning the whole list to phoning the handful who need a personal call.
What it reads, and what it doesn't
The recall build needs four things per patient: name, phone, email and the date they're due. It doesn't need to know why they're due or what treatment they had last time, so it never asks.
That keeps it well away from clinical records, and it makes the data agreement short and easy to read.
Getting the timing right
Most clinics send the first recall two to four weeks before the due date. We set the timing with you, and it can differ by appointment type, so a six-month hygiene recall and an annual eye test don't run on the same schedule.
FAQ
Can patients book straight from a recall message?
Yes, if your practice software has online booking: the recall link goes straight to it. If it doesn't, the link opens a short request form and the front desk confirms the slot.
Do recall messages go to patients who've asked not to be contacted?
No. Patients who've opted out are left off the recall list, because the build honours the contact preferences already in your practice software. Anyone who replies STOP is removed straight away.
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Bring this one to a free live build.
Thirty minutes on patient recalls. We build its elf with you, live, and you keep it.