Recall & Preventive Care Reminder System
A done-for-you healthcare automation built for the Patient Recall Coordinator, connecting Twilio, Mailchimp, and Google Sheets so the work below happens on its own.
What this automation does, step by step
This automation scans the patient roster daily against each patient's last visit date and the recommended interval for their care type, whether that's an annual physical, a six-month cleaning, or a mammogram screening, and automatically queues a reminder message once a patient crosses that threshold.
A first message goes out by email at the 11-month mark, followed by a text at 12 months, and a final personal outreach task assigned to the recall coordinator if the patient hasn't booked by 13 months.
Every message includes a direct scheduling link so the patient can book in two taps instead of waiting on hold.
Practices that turn this on typically recover 20 to 25 percent of patients who would otherwise have quietly lapsed out of the practice.
- EHR or practice management software (e.g., eClinicalWorks or Kareo)
- Zapier or Make.com
- Twilio (recall texts)
- Mailchimp (recall emails)
- Google Sheets (recall tracking 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
Without a system in place, a patient recall coordinator has to manually chase down updates, send reminders one by one, and hope nothing falls through the cracks.
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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