Preventive Care Recall Reminder Automation
A done-for-you healthcare automation built for the Wellness Program Coordinator, connecting Twilio, Mailchimp, and Google Sheets so the work below happens on its own.
What this automation does, step by step
Each night, this automation scans the patient roster against the recommended interval for annual physicals, cleanings, and standard screenings, and automatically queues an outreach message for anyone who has crossed their due date without a visit on the books.
A first reminder goes out by email, a follow-up text arrives a week later if the patient hasn't scheduled, and any patient still unbooked after 30 days is handed to the wellness program coordinator as a personal outreach task.
Every message includes a direct scheduling link so the patient can book in two taps rather than sitting on hold.
Practices that turn this recall system on typically bring back a meaningful share of patients who would otherwise have quietly drifted out of the preventive care cycle entirely.
- EHR or practice management software (e.g., eClinicalWorks or Kareo)
- Zapier or Make.com
- Mailchimp (recall email)
- Twilio (recall texts)
- Google Sheets (recall dashboard)
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
The manual approach means a wellness program coordinator handles each case reactively, after someone has already noticed something went wrong. It rarely feels urgent in the moment, but it adds up fast.
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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