Recall is the steadiest source of hygiene visits, and the easiest task to let slip.
Where it breaks down:
The recall list gets worked in the gaps between everything else.
Cleanings come due and nobody calls.
Patients who aren't reached the first time rarely get a second call.
A six-month cycle quietly becomes a year.
Calls aren't logged the same way every time.
Nobody knows who to try again.
We designed it for the shape of a recall call: short, friendly, and aimed at a booked visit.
- Recall is repetitive and patient work, and often takes more than one attempt.
- Patients know their cleaning is due. The barrier is finding a time.
- The goal of the call is a booked visit.
The agent had to:
- Work the whole recall list, within your calling rules.
- Offer real times and book on the call.
- Stop when a patient says no, and record it.
A RevAIvo Voice outbound agent that works your recall list from start to finish.
Works the whole list
Runs through your contact list, so no patient is skipped because the day got busy.
Books on the call
Offers open times from your calendar (Google Calendar or TidyCal) and books the visit before the call ends.
Right person first
Confirms it's the patient before discussing the appointment, and keeps any voicemail to the minimum you set.
Outcome on record
Booked, declined, and not reached all land in Pulse, so the next pass through the list starts from facts.
It brings in your team when…
Scoped narrow on purpose. Where you've set a number it can connect the caller; otherwise it logs a callback request for your team.
- The patient mentions pain or a dental concern.
- The patient asks about insurance or cost.
- The patient asks to speak to a person.
- The patient asks to stop receiving calls. The request is recorded for your team.
What the call sounds like
Hi, is this Marcus? This is the dental office calling. It's time for your six-month cleaning. Would you like to schedule it?
Sure. I'd like a morning if you have one.
I can offer Thursday at 8:15 or Friday at 9:00.
Friday works.
You're booked for Friday at 9:00 for your cleaning. We'll see you then.
Thanks.
You're welcome. I'll text you a confirmation when we hang up.
Sent after the call
Your appointment is booked for Friday at 9:00. See you then. If you need to change it, call (555) 010-0210.
Your appointment is booked for Friday at 9:00. Add it to your calendar: maplestreetdental.example.org/calendar. If you need to change it, call (555) 010-0210.
Message wording is illustrative and deliberately minimal: no health details. It goes out when the call ends, based on how the call went.
What changes for your team
An illustrative scenario:
Say your team handles 600 recall calls a month, and the agent takes 40% of them end to end, at an assumed 5 minutes a call. These figures are assumptions for illustration, not customer results.
In a pilot we measure this with you, on your own calls in RevAIvo Pulse: calls connected, when patients pick up, and outcomes by disposition.
Cleanings that get scheduled when they come due, and a clear record of everyone who wasn't reached.
Recall that actually gets worked, with a person for anything beyond scheduling.