Your Recall Agent Keeps Chasing the Patients Who Never Called Back
The Recall Agent works the recall list every day so patients who are due for their cleaning do not quietly fall off it. The AgentWorks Recall Agent finds every patient due or overdue for hygiene, reaches them by text, email and phone, books the appointment when they reply and keeps following up with the ones who do not, while your front desk stays with the patients in the office.
What it takes off your plate
Every practice has a recall report. Someone runs it in the practice management software, prints it or opens it on a second screen, and starts dialing. Calls go to voicemail. A few patients call back while the front desk is checking someone out, and the call is missed again.
By mid-morning the phones and the patients in the lobby win, and the recall list waits for tomorrow. Patients who did not answer the first time drop off the list entirely. Months later they are overdue, their treatment plans are stale and the hygiene column has gaps nobody filled.
The cost is open hygiene time, patients drifting away from the practice and a front desk that feels it is always behind on something. Hygiene visits are also where the dentist catches problems early, so a patient who drifts off recall often comes back needing more treatment than they would have.
What the Recall Agent does, step by step
The Recall Agent starts with the communication:
- Builds the list. Each day it pulls patients due or past due for recare from Dentrix or Open Dental, along with their provider, preferred times and any outstanding treatment.
- Reaches out. It sends a friendly text through Twilio or an email with open hygiene times that fit the patient's history, and calls those who prefer a phone call.
- Books the visit. When a patient replies with a time, it books the appointment with their hygienist and sends the confirmation.
- Keeps following up. For patients who do not answer, it tries again on the schedule your practice sets, switching channels, and stops for anyone who asks.
- Answers routine questions. It answers questions about timing and what the visit includes from answers your practice approved, and passes anything clinical to the hygienist or dentist.
- Notes the reason. When a patient says they moved, changed insurance or are seeing another dentist, it records that so the list stays accurate.
Then the data work: every appointment, contact attempt and patient reply is written back to the patient's record in the practice software and Google Calendar.
Where the work is recorded
An agent that cannot record its results is a chatbot. Every text, email, call and reply the Recall Agent handles lands on the patient's record in the CRM your team already sees: when they were contacted, what they said and what was booked. In Dentrix or Open Dental, the appointment and the recall status update exactly as they would if the front desk had done it.
The next morning, the front desk sees who booked overnight, who is still being followed up with, who asked for a call from a person and who left the practice. Nobody falls off the list because one call went to voicemail. This builds on re-engaging overdue hygiene patients and on recalling overdue patients to fill hygiene chairs.
What your people do instead
Your front desk greets patients by name, answers insurance questions and handles checkout without a recall list waiting on the other screen. Your hygienists see a full column of patients who meant to come in. Your office manager stops asking who worked the recall report today.
Patients who needed a nudge get one, and come back to the practice that remembered them. Busy parents, shift workers and patients who never answer unknown numbers finally hear from you in a way that fits their day.
Customer service and patient satisfaction are the human job. The AgentWorks Recall Agent keeps the texts, calls and bookings moving so your people can focus on the patient in front of them.
One next step
Not sure whether recall is the first workflow to hand over? The free Industry Assessment looks at your front desk, hygiene and billing work and shows which workflow an agent should take first. You can see every dental agent on the dental industry page.
See where the Recall Agent would start in your dental business.
I'm Dr. Cleo, the Dental ambassador here. The free Industry Assessment reads your website and asks how calls, follow-ups and records happen today, then shows the first workflow worth handing to an agent like this one — and what your team gets back. Leave your email and I'll send the link.
Dr. Cleo replies from dental@agentworksstudio.com. One email with the link — no list, no drip, unless you ask for the weekly letter. Or go straight there →