Dental patient recall that fills the schedule.
Confirmation, recall, treatment-plan follow-up and reactivation, run as a production line, with every dial tied to the appointments it booked.
- List 1ConfirmationsBooked in the next few daysCalling
- List 2Recall dueHygiene or perio due, nothing bookedCalling
- List 3TreatmentAccepted in principle, never bookedFollowing up
- List 4ReactivationNot seen in eighteen months or moreReaching out
- Five locations, two regions
- Live on Dentrix Ascend for My Hometown Dentist and Kona Coast Dental Care. Count the locations on their own sites.
- A BAA before any access
- Signed before anyone touches patient data, every time, without being asked for it.
- Bilingual, on your clock
- Working live through your business day, inside the practice management system you already run.
Built as a production line, not a spare-time task
Unscheduled treatment and lapsed recall are the cheapest production in the practice, because those patients already trust you. They stay unbooked for one reason: calling them is somebody's fourth priority behind the phone, the front desk and checkout.
- 01
Confirmation
Upcoming appointments confirmed on a fixed cadence, so the schedule you look at on Monday resembles the day you actually have.
- 02
Recall and reactivation
Lapsed hygiene and dormant patients worked as dedicated campaigns from lists pulled out of your system, not from whoever someone remembers.
- 03
Treatment-plan follow-up
Diagnosed-but-unscheduled treatment followed up deliberately. This is usually the largest single pool of recoverable production a practice already owns.
Four lists, four different calls
Mixing them is what makes recall calls feel like spam. We work each one separately, every week, inside your system.
Patients booked in the next few days.
Short and friendly, with a quick reschedule if the time no longer works.
Patients reaching their hygiene or perio interval with nothing booked.
Booking the visit, ideally at the time that worked last time, after checking the frequency allows it.
Treatment diagnosed and accepted in principle but never booked.
Answering the real objection, usually cost or timing, and booking.
Patients not seen in eighteen months or more.
Re-introducing the practice, checking insurance has not changed, and booking a visit.
Dials tied to dollars
Outbound is measured on booked production, not on call volume. A campaign that produces dials and no appointments is a campaign we should stop running.
- Every campaign tied to the appointments it booked and the production scheduled.
- Agents scored on outcomes, so activity and results never get confused.
- Lists pulled from your system on a schedule rather than assembled ad hoc.
Production you already own
Confirmation, recall, treatment-plan and reactivation campaigns run as separate production lines across five locations.
What recall means in a dental practice
Recall is the system that brings patients back for their next visit: hygiene at the interval their plan and their mouth call for, periodontal maintenance, and the treatment that was diagnosed but never scheduled. It is the cheapest new production a practice has, because the patients already know you. It is also the first task dropped on a busy day, because nothing breaks today if it is not done.
Four lists, worked separately
| List | Who is on it | What a good call sounds like |
|---|---|---|
| Confirmations | Patients booked in the next few days | Short, friendly, and a quick reschedule if the time no longer works |
| Recall due | Patients reaching their hygiene or perio interval with nothing booked | Booking the visit, ideally at the time that worked last time |
| Unscheduled treatment | Treatment diagnosed and accepted in principle but never booked | Answering the real objection, usually cost or timing, and booking |
| Reactivation | Patients not seen in eighteen months or more | Re-introducing the practice, checking insurance has not changed, booking a visit |
Mixing those lists is what makes recall calls feel like spam. Each needs a different conversation, a different script and a different frequency. We work them as separate lists every week, inside your practice management system, so every attempt and outcome is recorded against the patient.
Texts and calls, not one or the other
Automated reminders are good at confirming visits that are already booked. They are weak at booking new ones, and weakest of all at the unscheduled-treatment list, where the patient has a question the reminder cannot answer. We use the reminder system you already have for what it is good at, and call where a conversation is what it takes. Our piece on building a recall system that books sets out the cadence.
Insurance and recall
A recall visit booked one week too early is a denied prophy. Frequency limits, waiting periods and remaining maximums all decide when a patient should be booked, not only when they are due. We check those before booking where it matters, and our insurance verification team covers the visit before the patient arrives.
Common questions
Anything else, ask on the call. We would rather answer it there than guess here.
Is this the same team that answers our inbound calls?
Same floor, separate production line. Outbound is not staffed from inbound spare capacity. That is precisely how recall programs quietly die, because inbound always wins the hour.
How do you measure whether it worked?
Appointments booked and production scheduled, tied back to the campaign. Dials and talk time are inputs; we do not report them as if they were results.
Where do the call lists come from?
Exported from your practice management system on a set schedule: unscheduled treatment, lapsed recall, and reactivation segments, each worked as its own campaign.