recall list automation for dental practices
your recall list is a spreadsheet your front desk prints on monday and forgets by wednesday. we turn it into a daily queue that fills the hygiene chair on its own.
recall list automation is not a new pms and not another patient app. it is a thin layer of agents that read your recall report every morning, score each patient by likelihood to book, and run staggered sms and email outreach with a booking link. responses drop into a queue your team already checks. you keep dentrix or open dental. nothing about your stack changes.
the systems you keep
- Dentrix
- Open Dental
- Eaglesoft
- Curve
- Weave or Mango Voice for sms
- the recall report your office manager exports on monday
we wire ai on top via legacy system modernization. nothing about your stack changes.
what we build
- daily recall reader that pulls patients due for hygiene or exam and dedupes against anyone already booked
- likelihood-to-book scoring that ranks patients by months overdue, prior no-show history, and last contact date
- treatment-aware messaging so a patient with active perio gets a perio recall, not a generic cleaning blast
- staggered sms and email cadence with a one-tap booking link, capped so no patient gets hit twice in a week
- response queue in slack or email that drops booking confirmations and questions into your front desk workflow
- weekly report on recovered hygiene revenue, patients reactivated, and which segments still leak
- handoff doc and a loom walkthrough so your office manager owns it on day one
scope and timeline
this is a light build. timeline 1-2 weeks. fixed fee, scoped on a 30-minute discovery call. you own the code, the prompts, and the credentials. no lock-in.
faq
- what tools do you keep
- all of them. dentrix, eaglesoft, open dental, curve, your sms tool, your recall report. we read from them and write tasks back. nothing gets replaced.
- how long does this take
- first version live in week one. full build inside two weeks. that includes the daily reader, the scoring, the staggered outreach, the response queue, and the weekly report.
- what does it cost
- fixed fee. no per-message charges, no per-seat pricing, no monthly retainer back to us. you own the code and the prompts when we hand it off.
- do we need to replace dentrix or open dental
- no. your pms is the database. we wire ai on top via the same recall exports your team already runs. if your pms changes tomorrow, we re-point the connector and keep going.
- how does it handle patients with active treatment
- the agent reads treatment plan status before it sends. patients in active perio, ortho, or pending treatment get recall messaging tied to their plan, not a generic cleaning offer. anyone the agent is unsure about goes to the staff queue, not the patient.
- what about hipaa
- agents run on your infrastructure or a private vps you own. patient data stays inside your stack. we sign a baa when one is required and we keep phi out of any third-party llm call.
- what if patients reply with questions
- replies route to the channel your front desk already checks, slack or email, with the patient context attached. no new app to log into. the agent handles confirmations on its own and only escalates the messy ones.
when this is not worth automating
- your recall list has fewer than 200 patients on it. the math does not work and you should put the budget into new patient acquisition instead.
- you are mid-migration to a new pms. wait for the dust to settle so we wire to a stable schema.
- your front desk has zero bandwidth to clear a response queue for one week. nothing autonomous works without a human on the other side of the handoff for the first sprint.
- you want a patient-facing portal or a brand-new booking app. that is a different build and a different price.
related for dental-medical
see all problems we solve for dental-medical on the dental-medical pillar.