For / dental-medical
Recall list automation for dental practices
Your recall list is a spreadsheet your front desk prints on monday and forgets by wednesday. I 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.
Systems retained
The systems you keep
I wire ai on top via legacy system modernization. Nothing about your stack changes.
Scope of work
What I build
- 01Daily recall reader that pulls patients due for hygiene or exam and dedupes against anyone already booked
- 02Likelihood-to-book scoring that ranks patients by months overdue, prior no-show history, and last contact date
- 03Treatment-aware messaging so a patient with active perio gets a perio recall, not a generic cleaning blast
- 04Staggered SMS and email cadence with a one-tap booking link, capped so no patient gets hit twice in a week
- 05Response queue in slack or email that drops booking confirmations and questions into your front desk workflow
- 06Weekly report on recovered hygiene revenue, patients reactivated, and which segments still leak
- 07Handoff doc and a loom walkthrough so your office manager can run it on day one
Timeline
Scope and timeline
- Band
- Light
- Timeline
- 1-2 weeks
This is a light build. Timeline 1-2 weeks. Fixed fee, scoped on a 30-minute discovery call. It ends with a clean, documented handoff so a full-time developer can run it.
Questions
Faq
- What tools do you keep
- All of them. Dentrix, Eaglesoft, Open Dental, Curve, your SMS tool, your recall report. I 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. I hand it off with the code and the prompts documented.
- Do we need to replace Dentrix or Open Dental
- No. Your PMS is the database. I wire AI on top via the same recall exports your team already runs. If your PMS changes tomorrow, I 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. Patient data stays inside your stack. I sign a baa when one is required and I 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.
Out of scope
When this is not worth automating
- 01Your 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.
- 02You are mid-migration to a new PMS. Wait for the dust to settle so I wire to a stable schema.
- 03Your 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.
- 04You want a patient-facing portal or a brand-new booking app. That is a different build and a different price.
Related
Related for dental-medical
See all problems I solve for dental-medical on the dental-medical pillar.
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