Recall and reactivation sequences

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