Automated Recall and Recovery Engine for a Family Dental Group
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Problem
Overdue patients nobody could call
A 32-office family dental group in the US Southeast had let its recall list swell to roughly 40,000 patients overdue for hygiene visits. Front desks were too busy checking patients in to work the list, postcard reminders went unanswered, and cancelled appointments simply vanished. Hygiene chairs sat empty while the group paid to acquire brand-new patients instead.
Solution
Automated recall and recovery engine
We built an automated recall and recovery engine on top of the group's practice-management system. Overdue patients enter segmented SMS and email cadences with one-tap online rebooking, last-minute cancellations trigger instant offers to a standby list, and unscheduled treatment plans get their own follow-up sequences. A centralised dashboard shows recovery performance for every office.
Measurable Impact
What changed after launch
Hygiene reappointment rate rose from 59% to 76% across all 32 offices within 8 months
6,400 overdue patients from the 40,000-name backlog rebooked in the first 6 months
43% of cancelled hygiene slots refilled same-week through automated standby-list offers
Outbound recall calls by front-desk staff reduced by roughly 70%, freeing them for in-office patients
Tech & Tools Used
What powered the build
Ready to Build your Family Dental Care Business with Reminders, Recall & Recovery
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