The recall list is months behind
Patients who are due for hygiene have not been contacted in the order the practice intended. The team works the list by due date with a clear attempt and retry rule.
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Patient Marketing
Keep the schedule full without chasing it yourself.
Recall, reactivation, reminders, and review requests worked from your own patient data, with approved templates and a disposition for every patient contacted.
What this service is for.
Most practices already have the patients they need. The problem is that recall, reactivation, and review requests depend on someone finding a quiet hour between check-ins, phone calls, and insurance follow-up.
Our team works those lists in planned batches, using your due rules, message templates, attempt limits, and opt-out handling. Every contact ends with a recorded outcome: booked, declined, wrong number, moved, or retry at a defined time.
This is patient communication support, not paid advertising. We do not invent offers, write clinical claims, buy lists, or promise a number of bookings. We work the relationships and data your practice already owns.
Where this service earns its place.
These are the starting points practices most often bring to a review call.
A provider has open blocks next month
The practice needs specific days filled without discounting or advertising. The team contacts appropriate active patients and records who is interested.
Reviews only arrive by accident
The practice wants to ask consistently after visits. The team sends the approved request at the approved time and records responses without scripting reviews.
The work we take on.
The exact list is written into your scope. A typical engagement includes:
- Recall outreach for hygiene, perio, and practice-defined visit intervals.
- Reactivation outreach for lapsed patients within the practice-approved window.
- Appointment reminders using approved phone, text, or email templates.
- Post-visit review requests sent through the practice-approved platform.
- New-patient welcome messages and intake reminders.
- Attempt tracking, opt-out handling, and a next action for every patient contacted.
- A monthly outreach summary with activity and outcomes.
What stays with your practice.
Administrative support should make the boundary clearer, not blur it. These decisions remain with your licensed or authorized team:
- Clinical decisions about whether a patient needs a visit or treatment.
- Any message that makes a clinical claim or gives treatment advice.
- Review content, review gating, and any incentive or exchange for a review.
- Final marketing strategy, paid media, and brand claims.
- Patient-record changes that require clinical review or authorization.
How an engagement runs.
The first weeks are deliberately structured. Your practice should know what is being tested, who approves it, and when the handoff is considered stable.
See the complete onboarding process-
Review the lists and due rules
We confirm which patients are eligible, how the practice defines due, which contact details are approved, and which patients must be excluded.
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Approve the message set
Your practice approves each call script, text, email, and review request, including sender identity, timing, attempt limits, and opt-out language.
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Run a controlled batch
The first batch is small enough to review. We check contact quality, response handling, booking accuracy, and opt-out behavior before scaling.
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Report and refine
The monthly review shows what was attempted, what converted, what needs a new rule, and where the list should be cleaned.
What we need from you.
- An approved patient list or a defined report from your practice management system.
- The practice rule for who is due, who is lapsed, and who must be excluded.
- Approved call, text, email, and review-request templates.
- Contact-window rules, attempt limits, and opt-out requirements.
- Access to the booking workflow and the review platform your practice uses.
- A named contact for patient questions that need a clinical or financial answer.
What you can expect back.
- A written outreach plan with audience, timing, channels, and attempt rules.
- A disposition for every patient contacted, including opt-outs and wrong numbers.
- Booked appointments entered through the approved scheduling workflow.
- A monthly summary of outreach activity and outcomes.
- A list of patient questions that need practice follow-up.
- Versioned templates so approved language does not drift.
Quality is checked, not assumed.
A busy desk can look fine from the outside while callbacks, bookings, and follow-up quietly slip. These controls make the work visible.
- Every batch is checked against the approved audience and exclusion rules before contact begins.
- Attempt limits and contact windows are enforced, not left to individual judgment.
- Opt-outs are recorded immediately and honored across future batches.
- Bookings are audited against the patient record and the correct appointment type.
- Review requests are checked to confirm they ask for a review without directing the sentiment.
Filling a soft week without discounting.
A practice has two open hygiene blocks next month and does not want to run a promotion. The approved audience is active patients who are due or slightly overdue, have no outstanding balance flag, and have not asked to stop contact.
The team works the list in due-date order, using the approved call script and a single follow-up text where the patient prefers text. Interested patients are booked into the open blocks. Patients who are not ready are given a defined retry date rather than being contacted repeatedly.
At the end of the batch, the practice receives a summary: attempted, booked, declined, wrong number, opt-out, and retry. No clinical suitability decision is made by the outreach team.
Questions about patient marketing.
If your situation is not covered here, bring it to the review call. A clear answer now is better than an unclear handoff later.
Do you write our marketing copy?
We work from templates your practice approves. We can help organize the message and flag unclear language, but the practice owns the clinical and brand claims. We do not invent offers or guarantees.
Can you guarantee a number of bookings?
No. Outreach outcomes depend on the list, the offer, the schedule, and patient preferences. We report real activity and outcomes rather than promising a conversion number.
How do you handle patients who ask to stop contact?
The opt-out is recorded immediately and applied to future batches. The practice receives the record so the preference can be reflected in its own systems.
Do you send review requests for every patient?
The practice defines the eligible visits and timing. We send the approved request without screening for sentiment, gating, or offering an incentive, and we do not write or edit the review.
Can you work with our existing reminder system?
Yes, if the system supports the approved workflow and access. We confirm the sender identity, timing, and opt-out behavior before the first batch.
Is this a substitute for paid advertising?
No. This service works the existing patient relationships your practice already owns. Paid search, social advertising, and broader brand marketing are outside this scope.
Work the list you already own.
Bring your recall rules, patient list, and approved templates. We will show you a controlled outreach plan with real reporting, not a promise of bookings.