The recall list that actually gets called

The problem

A practice manager or a receptionist pulls a recall report from the clinical system, usually on a quiet Friday morning. The list is long and full of out of date phone numbers, so they skim the top, call the same ten easy names, and leave messages that rarely get returned. The rest of the list sits there, representing missed care and thousands in unbilled appointments.

What AI makes possible now

The automation watches your practice management system for patients who have passed their recall date. It checks their contact history and preferred method, then reaches out with a personalised message by SMS, email, or a voice call from a conversational AI that can understand replies. When a patient says yes, the system checks your live appointment book and offers real slots. If a patient says not now, it quietly schedules a follow up for a month later. No human touches the list until a patient walks through the door.

How it works

1. A scheduled job reads the list of overdue patients from your practice management software each night.
2. The system checks each patient's profile for a contact preference and a history of bounced messages, then picks the best channel: text, email, or a phone call.
3. It sends a warm, plain-language message that includes the clinic's name, the clinician they last saw, and a direct link or prompt to book.
4. A conversational AI handles the replies. It answers simple questions about cost and parking, proposes two available slots from the live calendar, and writes the booking straight in.
5. A human receptionist reviews a clean daily summary of all bookings and any unusual replies the AI flagged, then signs off with a single click.

The first thirty days

In the first month, we connect to one practice management system and build a recall trigger for a single appointment type, such as a six-month dental check. The AI handles SMS and email only, booking into a fixed set of slots, with the practice manager reviewing and confirming each booking before it is committed.

How it earns

The clinic earns the full fee for appointments that would have been lost. A single extra crown, skin check, or physio assessment per week covers the monthly automation cost many times over. It also stops patients quietly drifting to a competitor who simply asked them to come back.

Why now

Patients now expect a text, not a phone call, and will book online at 9pm. A human team cannot work that shift, but an AI can, and it will do it without the demoralising task of dialling dead numbers.

First customers

A private dental practice with two to five chairs, where the principal dentist knows the recall list is the practice's biggest invisible asset and is frustrated by the front desk's inability to get through it.

The hard part

A poorly judged message to the wrong patient, especially a bereaved family or someone who has moved clinic, causes real reputational damage. The build must include an ironclad suppression list and a clear, human-first opt-out on every contact.

Build this with us

We build the integration, the messaging logic, and the booking handshake, then train your team on the daily review step. If you want a recall list that actually turns into filled chairs, get in touch and we can start mapping your patient journey.