Patient Retention with Streamlined Recall Strategies in Dentistry

Patient Retention

Why should your dental practice switch to automated recall dental? In a nutshell, it’s the key to maintaining continuous patient engagement and optimizing your clinic’s workflow. This article unpacks how automated recall dental systems not only keep your schedule full but also promote a positive patient experience with customizable reminders and streamlined communication.

Key Takeaways

  • Automated recall systems enhance patient retention and practice efficiency by saving staff time and tailoring communication for personalized patient engagement.
  • Integration of automated recalls into dental practice workflows streamlines operations, and the proper training of team members maximizes the impact of these systems.
  • Customization and strategic timing and frequency of recall notifications significantly improve patient response rates and the success of dental recall strategies.

The Power of Automation in Dental Recall System

Automation in recall systems is a game-changer in building strong relationships with existing patients and tackling the challenges dental practices face in patient retention. The reality is, most dental patients that cancel appointments fail to reschedule, and only four out of ten patients are retained, making a reliable recall system crucial.

Office staff can save time, promote regular checkup appointments, and boost overall patient booking through automation of recall systems. Implementing a dental recall automation system like eAssist’s Full Schedule ensures a professional scheduling strategy is in place for each patient. These systems allow for customized messages to be sent to patients, prompting them to schedule or confirm appointments effectively.

Effective communication through automation is vital for recall patients due for an examination or routine hygiene appointments. Systems like Dental Intelligence are designed to ensure that reminder messages are perceived as helpful, contributing to a culture that emphasizes patient retention. Such systems keep the dental hygiene schedule full, thus maximizing patient follow-ups and minimizing no-shows through automation, all while supporting the efforts of the dental hygienist.

Boosting Efficiency at the Dental Office

Automated dental recall systems enhance practice efficiency by managing routine patient appointment follow-ups, besides saving time for front desk staff. By implementing automation in recalling patients, dental offices can redirect the efforts of their staff towards more valuable tasks like patient engagement and service upselling. Proper staff training on the use of the software is critical for optimizing time spent on sending reminders and follow-ups.

Plus, modern automated recall solutions offer additional features such as virtual waiting rooms, paperless patient intake forms, and task management tools that further enhance the overall operations of a dental office.

Enhancing Patient Satisfaction with Timely Reminders

Automated hygiene recall appointments help improve the patient’s experience with the dental practice and reinforce oral health priorities through timely reminders. Recall systems play a critical role in reminding patients of their hygiene appointment, especially those scheduled far in advance.

It is through these timely reminders, delivered through personal communication channels like text, email, or mobile apps, that patients are encouraged to prioritize their oral health.

Tailored Communication for Better Engagement

Doctor-patient relationships are strengthened and patients feel valued through personalized communication like birthday messages or appointment reminders with clear Calls to Action (CTAs). Automated recall systems offer customizable communication options, allowing dental practices to segment their patient base according to demographics and preferences, and to send personalized reminders to high-risk patients.

Regular personalized communication can reduce dental anxiety and improve patient engagement. Moreover, these systems ensure consistency in communication and allow messages to be sent through various channels like SMS, phone calls, and email, broadening the chances of patient engagement.

Integrating Automated Recalls into Your Practice Workflow


The way your dental office operates can be revolutionized by integrating automated recalls into your practice workflow. By automating recall systems, dental office staff can allocate more of their time to developing growth strategies and focusing on acquiring new patients. Gone are the days of spending hours on manual reminders for appointments.

The adoption of an online appointment scheduling system can handle a large number of patients more effectively, offering enhanced convenience for patients when they schedule appointments for their dental visits. Imagine a world where patients can book their appointments with just a few clicks, without having to disrupt their day or yours.

Adopting such systems into your practice workflow results in fewer errors and improved efficiency. It’s about creating a seamless flow of operations that not only benefits your staff but also translates into a better experience for your patients.

Evaluating Your Current Recall Strategy

When it comes to recall strategies, one size does not fit all. Dental practices can use predictive analysis with statistical modeling and algorithms to forecast future trends, which helps anticipate patient demand and optimize scheduling. The National Institute for Health and Care Excellence (NICE) guideline recommends that dental recall intervals for adults should be tailored based on individual risk, ranging from three to 24 months.

It’s also beneficial to give in-person reminders at the end of a visit and encourage patients to add the next appointment date to their calendar to prevent forgetting. Patient management systems can also be used to filter and sort patients by their last appointment date, enabling targeted recall messages to those who are overdue for a check-up.

Choosing the Right Automated Recall Solution

To maximize the benefits of automation, selecting the right automated recall solution is critical. Here are some key features to look for in a recall system:

  • Syncs hourly with the practice management system
  • Integrates smoothly with existing EHR software
  • Supports various communication channels like email and text
  • Provides confirmation updates that integrate with the practice’s EHR system

Aligning your recall solution with the practice’s operational goals, whether enhancing patient engagement or managing the practice’s online reputation, is crucial.

Dental practices, including those employing dental hygienists, can also benefit from the customizable solutions offered by digital marketing agencies, which enable automated texts and emails, integration with online scheduling, and targeted messaging based on EHR data.

Training Your Team for Maximum Impact

Maximizing the impact of automated recall systems significantly depends on training staff on software functionalities and effective recall strategies. By leveraging effective recall strategies through training, staff members can ensure the release of unconfirmed appointment slots for use by other patients, enhancing the efficiency of the practice’s overall schedule. It is important to train the team on the flexibility of the recall system, showing them how to tailor recall strategies to meet the evolving needs of the practice and the varying preferences of patients.

Staff should also be introduced to effective follow-up techniques, including the use of diverse contact methods for patients who do not initially respond to recall notifications and encouraging patients to schedule their next appointments before they leave the office.

Maximizing Recall Success: Timing and Frequency

In terms of recall success, timing and frequency hold significance. A risk-based recall interval aligns with maintaining oral health and is satisfactory to both patients and dentists over traditional six-month intervals. Extending recall intervals up to 24 months for low-risk patients does not negatively impact their oral health-related quality of life. There is no evidence of a difference in oral health outcomes between patients on six-month versus variable risk-based recall intervals over four years. For patients with a lower risk of dental problems, a longer interval between recalls could be an effective approach without compromising their oral health.

Dental recall systems can be tailored to adjust the frequency and timing of communications to each patient’s needs, enhancing personalization and patient engagement. Implementing a strategic recall system aids in preemptively filling hygiene schedules and generating significant revenue from overdue appointments. Regular evaluation of scheduling efficiency through KPIs, such as tracking patient wait times and no-show rates, informs strategic decisions on recall scheduling.

The Ideal Schedule for Recall Notifications

Recall success can significantly be impacted by the ideal schedule for recall notifications. Here are the most effective times to send different types of recall reminders:

  • Emails: Early afternoons and evenings after work, with Tuesdays having the highest open rate.
  • Text messages: Between 8 a.m. and 9 p.m., and during midweek afternoons.
  • Phone calls: Midweek afternoons.

By sending your recall notifications at these optimal times, you can increase the chances of success.

The use of recall scripts for pre-booking future appointments helps retain patients and is vital for dental practice profitability. Dental practices should aim to schedule at least 75% of patients in advance, emphasizing the practice of early bookings and consistent communication about the importance of regular visits for oral health. Personalizing recall messages with elements like birthday greetings can significantly boost engagement and show attentiveness to the patient.

Frequency Matters: Balancing Contact with Patient Preferences

Recall success greatly depends on the balance between contact frequency and patient preferences. Here are some strategies to consider:

  1. Sending recall messages that highlight the ability to reschedule can address the concerns of patients with busy schedules and encourage booking in advance.
  2. For patients who are unable to respond during standard business hours, consideration should be given to their preferred time for receiving recall notifications.
  3. Consecutive scheduling options for family appointments can be a practical solution to ensure improved convenience and adherence.

Employing a mix of communication methods can cater to the diverse communication preferences of different patients. Some effective methods include:

  • Phone calls
  • Emails
  • Texts
  • Letters
  • Patient portals

To ensure timely attendance, reminders for appointments scheduled more than 90 days out should be sent closer to the appointment date, generally a few weeks in advance. Reminding overdue patients of the importance of oral care and providing convenient scheduling options like online links can drive appointment bookings. Reactivation campaigns with a personalized touch and urgency, such as limited-time treatment discounts, can effectively motivate inactive patients.

Segmentation strategies that take patient risk levels into account allow for the customization of reminder urgency and content to enhance patient health outcomes.

Real Results: Case Studies on Automated Dental Recalls

Automated recall systems go beyond being a promising concept – they yield real results that substantially enhance patient retention and dentist-patient relationships. These systems help dental practices retain patients, a key factor in maintaining consistent practice production.

Implementing automated recall systems can improve dentist-patient relationships by ensuring patients feel valued and cared for, leading to increased patient retention. Dental practices using automated recall systems have observed a decline in missed appointments and no-shows, enhancing revenue and brand visibility.

From Inactive to Active: Re-engaging Patients

Automated dental recall systems have been effective in re-engaging patients who have not been active by automating notifications for check-ups or overdue treatments, thus filling the hygiene schedule. Systems like PracticeMojo’s ReachAll Dental Recall are designed to contact patients for up to two years for dental recalls, ensuring that no patient falls through the cracks. Sending out a single reactivation message through an automated messaging system can reach multiple patients simultaneously, exemplifying the efficiency of reactivation campaigns.

Dental practices have effectively targeted patients with less extensive treatment needs for reactivation, which can result in a higher reactivation rate. By implementing eAssist’s Full Schedule recall solution, practices can see an increase in recall patient return rates by up to 55%. This can result in adding up to $25,000 in monthly revenue from hygiene recall and treatment appointments..

Reaching out to recent inactive patients with a letter about restarting care followed by a phone call is a direct strategy for patient reactivation.

Overcoming Dental Anxiety with Consistent Follow-Ups

Overcoming dental anxiety can largely be aided by consistent follow-ups through automated recall systems. By educating patients about common oral health issues and the benefits of regular visits, automated recall systems support consistent dental care that can reduce anxiety over time. Dental practices create recall scripts with empathetic language for patients who frequently cancel, showing understanding towards those who may suffer from dental anxiety.

To assure patients with dental anxiety, a recall message might include reassuring language about the steps the practice takes to provide a comfortable and stress-free experience. Personalized messages are used to express concern for a missed appointment and reassure patients that the practice is ready to support their needs, which helps reduce no-shows and anxiety.

Automated messages sent to patients with overdue appointments emphasize the importance of maintaining regular dental care and warmly invite them to reschedule, helping to overcome anxiety-related barriers.

Leveraging Data Analytics for Smarter Recalls

Leveraging data analytics, in this era of big data, is a strategically wise move for any dental practice. Automated recall systems should offer analytics to help practices determine the effectiveness of their recall strategies and identify areas for improvement. Data analytics enable dental practices to effectively track and recall patients that have gone inactive by facilitating targeted communication personalized to their unique oral healthcare needs.

A dental recall system simplifies practice management by maintaining patient appointment lists and using data to improve clinic profitability and efficiency.

Tracking Patient Response Rates

Patient response rates can also be tracked using data analytics. Automated recall systems use analytics to deliver dental recall messages at the most appropriate times, which has been shown to reduce no-show rates by up to 22.95%. Automation in dental recalls can significantly increase patient response rates by reaching out through the patient’s preferred communication channel at the most appropriate time.

Analyzing patient data to determine the most common reasons for missed appointments can help in targeting communications to address those specific barriers, thereby improving response rates.

Identifying Trends in Patient Appointments

Using data analytics to identify trends in patient appointments allows dental practices to customize recall strategies for various demographic groups. Some key benefits of using data analytics for recall strategies include:

  • Customizing recall intervals based on individual patient needs
  • Identifying high-risk patients who may require more frequent appointments
  • Optimizing appointment scheduling to maximize efficiency and patient satisfaction
  • Improving overall oral health outcomes for patients

By adopting a risk-based approach to determining recall intervals, dental practices can effectively maintain oral health and provide personalized care to their patients.

Implementing a personalized recall schedule that assesses an individual’s oral health status and risk factors can lead to better resource utilization and greater patient satisfaction. Tailoring services based on analysis of patient demographics, scheduling habits, and treatment outcomes allows practices to identify popular times for appointments and adjust recall schedules accordingly.

Creating a Customized Recall Experience


Creating a successful recall experience heavily relies on customization. Customization in patient recall services is essential because individual patient needs vary. Personalized recall efforts, such as using the patient’s preferred mode of communication and incorporating details from their last visits, create a sense of individual care.

Recall messages that mention the patient by name and emphasize their upcoming treatment plans can significantly impact the importance of oral health. Automated recalls facilitate regular dental checkups and help in scheduling new appointments by tailoring communication to each patient.

Personalization Techniques That Work

The effectiveness of recall messages can be greatly enhanced by personalization techniques. Using personalized recall messages significantly enhances patient engagement and is vital for increasing patient retention. Personalizing recall messages by including the patient’s name and offering easy online booking options can substantially boost the chances of patients scheduling their next appointments.

Employing a variety of methods such as direct mail, email, and text messages for delivering personalized messages caters to different patient preferences and demographics. Automated recall systems play a crucial role in improving the likelihood of patients showing up for appointments by facilitating active engagement with personalized and convenient scheduling options.

Segmenting Your Patient Base for Targeted Messages

Sending targeted messages that resonate with each patient can be made possible by segmenting your patient base. Data analytics from dental dashboards enable practices to segment patient data and tailor recall strategies to different demographic groups. Offering multi-lingual service support and utilizing direct mailers as part of patient recall strategies can foster inclusivity and serve as effective reminders.

Tailoring recall reminders to reflect individual patient treatment history and creating custom recall frequencies based on their needs can significantly enhance response rates. Some strategies to consider include:

  • Sending personalized greetings for birthdays or other milestones
  • Respecting patient’s preferred communication modes
  • Using patient feedback to improve recall messages

By implementing these strategies, you can strengthen the relationship with your patients and make recall messages more efficient.

Tackling Common Challenges with Automated Recalls

While automated recalls come with their challenges, they can be effectively managed. A typical dentist sees between 8 to 12 patients in a day, illustrating the need for effective management strategies for high patient volumes. Strategies to handle high patient volumes, such as optimizing appointment scheduling and employing efficient recall systems, are crucial for managing days with numerous fluoride treatments and cleanings.

It is essential for dental practices to adapt their workflows to manage high patient volumes without compromising the quality of care and patient satisfaction.

Managing High Volume Recall Days

With the right strategy, managing high volume recall days, although daunting, can be achieved. On high demand days in the hygiene room, avoid pre-scheduling patients with a history of missed appointments and instead prompt them to call for an appointment upon receiving a reminder. This approach ensures that your calendar is not filled with unconfirmed appointments that may likely result in no-shows, allowing for more efficient scheduling.

Ensuring Quality Care Despite Increased Appointments

Dental practices must strive to achieve a balance in ensuring quality care despite increased appointments. While managing high volumes, the focus should always be on maintaining the quality of care. It’s about striking a balance between managing your schedule efficiently and ensuring that each patient receives the attention and care they deserve.

It’s not just about getting patients through the door, but about ensuring they leave with a positive experience, looking forward to their next visit.


In conclusion, automated dental recall systems are revolutionizing the way dental practices manage patient retention. From boosting efficiency and enhancing patient satisfaction to leveraging data analytics and creating a personalized recall experience, these systems offer a comprehensive solution to the challenges of patient recall. These systems not only improve the efficiency of dental practices but also enhance the patient experience, leading to increased patient retention and improved practice profitability. The future of dental recall lies in automation, and the time to embrace it is now.

Frequently Asked Questions

What is automated recall?

Automated recall, or automatic memory recall, is your brain organizing information into dominant neural pathways for quick retrieval, creating unconscious cognition or decisions.

What is a 3 month recall dental?

A 3-month recall dental involves non-surgical preventative treatment for gum disease to avoid advanced treatment for periodontitis in the future. Neglecting these regular treatments can lead to painful inflammation that may require anesthesia for treatment.

What do you say in a dental recall?

To ensure your oral health, it’s time to schedule your next examination and cleaning appointment with us. You can easily book your appointment through the provided link or by calling our office directly.

How do you keep a hygiene schedule full?

To keep your hygiene schedule full and minimize cancellations, use the telephone to follow up with patients, manage their expectations, avoid calling the appointment a “cleaning,” and implement a hygiene downtime policy. These steps can help maintain a consistent schedule and reduce no shows and short notice cancellations.

How does an automated recall system improve efficiency at a dental office?

Implementing an automated recall system at a dental office saves time by managing routine patient appointment follow-ups, freeing up staff to focus on more valuable tasks like patient engagement and service upselling. This ultimately enhances practice efficiency.