Dental patient recall automation that works the whole past-due list
Reminder tools send the same text to everyone due. We build recall that reads the recall type, the interval your hygienist set and the plan's frequency rule, so a perio maintenance patient is not offered a prophy slot and nobody is booked a week before insurance will pay.
- Prophy and perio recall kept apart
- Booking dates checked against plan frequency
- Families grouped into one message
What goes wrong with recall today
The bottom of the list never gets reached
Staff start at the most recent past-due names. Patients 14 or 18 months out, the ones most likely to drift to another practice, wait the longest.
Booked too early for the plan
A plan that pays two cleanings per benefit year behaves differently from one that pays one every six months. Book a day early and the D1110 is denied.
Bad data hides real patients
Wrong cell numbers, patients who moved, and accounts never marked inactive pad the report and waste every outreach round.
Inside the recall automation
Built on your existing recall setup in the practice software, not a separate list that drifts out of sync.
Recall list by type and age
Pulls past-due and coming-due patients, sorted by recall type, months overdue and provider, so outreach starts where the risk is highest.
Frequency-aware booking windows
Before offering times, compares the last D1110, D4910 or D0120 date with the plan rule from the last verification.
Family scheduling
Spots households on one guarantor and offers back-to-back times in a single text instead of four separate ones.
Consent-aware texting
Texts only numbers with recorded consent, sends from a registered business number, honors STOP at once and keeps quiet hours.
Clean-up queue
Bounced emails, dead numbers and returned mail go to a list for staff to fix or mark the patient inactive.
Call list for the holdouts
After the text and email rounds, patients who never replied go to a short list ranked by months overdue and open treatment.
Where recall connects
Open Dental
Recall types, due dates and appointment slots read through the Open Dental API.
Dentrix and Dentrix Ascend
Continuing care data read through Henry Schein One's developer access or scheduled exports.
Eaglesoft and others
Eaglesoft through Patterson's partner program where granted, exports otherwise. Curve and Denticon assessed per account.
Online booking
Links point to the online scheduler you already use, filtered to hygiene slots.
Insurance verification
Frequency rules come from the verification step.
Treatment plan follow-up
Recall visits flag open treatment for follow-up.
Recall built around patient rules
TCPA consent tracked per number
Each number carries a consent record and opt-out status. The TCPA governs automated texts, so we design around it and your counsel sets the policy.
Minimum detail in each text
Recall texts say it is time to book and give a link. No procedure names or clinical details go in an SMS body.
Intervals set by your hygienists
The system follows the recall interval in the chart. It never shortens or stretches one on its own.
PHI handled under BAAs
Texting, email and model vendors that see patient data sign a BAA, and the data stays in accounts your practice owns.
“He got me 9 sales in my first 7 days of launching our campaign, which exceeded my expectations!”
Common questions
What is dental patient recall automation?
It finds patients who are past due or coming due for hygiene, contacts them by text and email in the order you set, offers times that fit their plan, and hands holdouts to staff.
Our software already sends reminders. What is different?
Built-in reminders mostly confirm booked visits. This works the patients who have no appointment, reads recall type and frequency, and gives staff a ranked call list.
How do you keep perio maintenance patients separate?
It reads the recall type in the chart. A D4910 patient is offered times with the right hygienist and appointment length, never a standard prophy slot.
What about patients who never gave texting consent?
They get email or go on the call list. Texts go only to numbers with recorded consent, and a STOP reply ends texting right away.
Can it fill last-minute hygiene openings?
Yes. When a hygiene slot opens, it can text due patients who asked to be told about earlier openings, with the first reply taking it.
Will it book directly into the schedule?
It starts by sending a booking link or holding a slot for staff to confirm. Direct booking comes later, once your team is happy with the results.
Reach the patients the report keeps skipping
Take the 2-minute AI audit to see what fuller hygiene columns could be worth for your practice.
- Pull your recall report as it stands
We count past-due patients by type and age and check how many have usable contact details.
- Write the message ladder
Your team approves each text and email, the spacing between them and when a person takes over.
- Work one overdue band first
We start with patients 7 to 12 months past due. Staff approve every send until reply handling proves out.
- Monthly tuning and reporting
We track replies, bookings and opt-outs, adjust timing, and keep the integration working through software updates.