Patient scheduling & recall · Dental groups
Keep the chairs full and recall current.
Patients drift past their six-month recall uncontacted, and a 2pm cancellation leaves the hygienist idle. Every empty chair is production that never comes back.
The reality
Open chair time is lost production.
Hundreds of patients drift past their recall date because no one worked the overdue list, the unscheduled treatment report goes untouched, and a 2pm cancellation leaves the hygienist idle for an hour. Every empty chair is production that doesn't come back, and every lapsed recall is a patient quietly going inactive.
The operator owns recall and schedule density. It identifies overdue and unscheduled patients, runs reactivation outreach, contacts them across their preferred channel, and backfills open hygiene time from the same-day list — so the schedule stays full and patients stay in active care.
How the operator runs patient scheduling & recall
Recall · Overdue report
scanning- Recall report pulled
- Past-due prophy patients flagged
- Perio maintenance overdue — listing
01Find the overdue
Pulls the recall and unscheduled-treatment reports, flagging patients past their prophy or perio maintenance interval.
Patient PT-6612 · Outreach
reaching- Overdue since Jan — text sent
- No reply — follow-up call placed
- Patient responded — scheduling
02Reactivate and contact
Runs reactivation outreach across text, email, and call on each patient's preferred channel until they respond.
Hygiene · 2:00 opening
filling- Cancellation detected, hygiene col 2
- Same-day list offered
- Slot filled — confirmed
03Fill open chair time
Backfills cancellations and gaps from the same-day list to keep hygiene utilisation high.
The outcome
−60% of recall admin off the team
Keep the schedule full; eliminate care gaps.
- Overdue patients worked off the recall report instead of drifting inactive
- Reactivation runs continuously, not as an occasional campaign
- Open hygiene chairs backfilled the same day rather than left idle
Common questions
Patient scheduling & recall
- What does the Patient scheduling & recall operator do?
- The operator owns recall and schedule density. It identifies overdue and unscheduled patients, runs reactivation outreach, contacts them across their preferred channel, and backfills open hygiene time from the same-day list — so the schedule stays full and patients stay in active care.
- What impact does the Patient scheduling & recall operator have?
- −60% of recall admin off the team. Keep the schedule full; eliminate care gaps.
- How does the Patient scheduling & recall operator work?
- Pulls the recall and unscheduled-treatment reports, flagging patients past their prophy or perio maintenance interval. Runs reactivation outreach across text, email, and call on each patient's preferred channel until they respond. Backfills cancellations and gaps from the same-day list to keep hygiene utilisation high.
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