4 Ways to Get Patients in the Chair with Appointment Reminders and Recalls

In today’s busy world, it’s easy for patients to miss dental appointments. Between juggling work, family, and other obligations, dental care sometimes takes a backseat. That’s where patient engagement software becomes a vital tool for dental and oral surgery practices. By using automated appointment reminders and recall systems, practices can reduce no-shows, increase patient satisfaction, and keep their schedules full. Let’s explore four ways dental practices can use these tools to bring patients back into the chair and enhance their overall experience.

#1. Employ automated appointment reminders for consistent communication — without added work

Automated appointment reminders reduce the burden on front office staff and ensure patients are reminded about their appointments well in advance.

Here’s how it can work. Patient engagement software can automatically send reminders via text, email, and even voice calls based on patient preferences. These reminders are customizable to include the patient’s name, appointment date and time, and other key details. In fact, best practices for automated reminders include:

• Knowing the importance of timing. Start by sending a reminder one week before the appointment, followed by a 48-hour notice, and finally, a same-day text or email. This sequence keeps the appointment top-of-mind.
• Personalization. Patients are more likely to respond to reminders that feel personal. Use their name and address any specific instructions for their visit.
• Language preferences. Offer reminders in the patient’s preferred language, where possible, to enhance understanding and comfort.

Why does this matter so much? Automated appointment reminders not only reduce no-shows but also free up front office staff to focus on in-person interactions and other responsibilities. Consistent communication builds trust and reinforces the patient’s commitment to their oral health.

#2. Use recalls and follow-up reminders to bolster preventive care

Preventive care is essential for oral health, yet patients often forget to schedule regular checkups! Recalls and follow-up reminders keep patients engaged with their oral health and maintain a steady flow of appointments. Patient engagement software allows practices to set up recalls for patients due for cleanings, exams, or follow-up treatments. These campaigns can be automated to trigger based on the last appointment date or treatment performed.

Truly, recall reminders help prevent patients from slipping through the cracks. Regular communication encourages patients to stay proactive with their oral health, improving outcomes for them and generating steady revenue for the practice.

#3. Leverage mass messaging to educate patients 

Preventive care is key to long-term oral health, yet many patients only visit the dentist when they experience pain or an urgent issue. By using mass messaging features within patient engagement software, dental practices can proactively educate patients on the importance of regular checkups, proper oral hygiene, and early detection of dental concerns. With this kind of understanding, patients are more likely to be responsive to recalls. 

Practices can use different types of messaging to accomplish this, including:

• Seasonal reminders encouraging patients to schedule cleanings before the year ends to maximize insurance benefits or promote back-to-school checkups for kids.
• Oral health tips sharing advice on topics like gum disease prevention, cavity reduction, or the impact of diet on dental health.
• Public health alerts: Notify patients of emerging dental concerns, such as an increase in teeth grinding due to stress or the benefits of fluoride treatments.

Just like recalls, regular educational outreach keeps oral health top-of-mind for patients, encouraging them to prioritize routine visits instead of waiting for problems to arise.

#4. Solidify loyalty (and bookings!) with post-appointment follow-ups

As we’ve seen, following up after appointments can solidify patient relationships and encourage future bookings! Patient engagement software can automatically send post-appointment messages thanking patients for their visit, asking for feedback, and providing instructions for post-care. Follow-up reminders can also prompt patients to schedule their next appointment.

There are a few different ways to make this meaningful, including:

• A simple “Thank you for visiting us today!” email or text leaves a positive impression.
• Requesting feedback on their visit experience. Positive reviews can be used in marketing, while constructive feedback helps improve operations.
• Encouraging patients to book their next appointment while the visit is still fresh in their minds.

Intiveo can help you fill chairs and grow your practice!

As well as being a best-in-class patient engagement solution, Intiveo offers a number of resources to dental and oral surgery practices across Canada and the United States, including our podcast! If you’d like resources like these delivered to your inbox, subscribe today!