Hygiene Recall Reminder System
A done-for-you dental practice automation built for the Hygiene Department Lead, connecting Twilio, Mailchimp, and Google Sheets so the work below happens on its own.
What this automation does, step by step
This automation checks every patient's last cleaning date against the practice's recommended recall interval (typically 6 months) and automatically sends a recall reminder by text and email the moment a patient becomes due.
Patients who don't respond within the first week receive a second reminder with a direct online booking link, removing the need for the front desk to manually pull a recall report and start dialing.
If a patient still hasn't booked within two weeks of the first reminder, the system automatically creates a phone-call task assigned to the front desk with the patient's contact details and recall history attached.
The hygiene department lead sees a live dashboard of overdue patients by how many reminders have gone out, turning recall from a monthly scramble into a daily, self-running queue that keeps the hygiene schedule full.
- Dentrix or Open Dental
- Zapier or Make.com
- Twilio (recall SMS reminders)
- Mailchimp or email (recall email sequence)
- Google Sheets or Asana (front desk call task queue)
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
Without automation, this falls entirely on a hygiene department lead, who has to track every step by hand across emails, spreadsheets, and sticky notes. It's the kind of work that quietly eats hours every week.
With this automation
- Multi-touch reminders that measurably reduce no-shows
- Waitlists that backfill cancellations automatically
- Self-scheduling with instant confirmations
- Dispatch and on-my-way updates sent to the right people
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