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Patient Follow-Ups Campaigns

Patient Follow-Ups

Never Lose Track
of Patients Again

Every missed appointment is a missed opportunity. Keep your practice thriving with personalized reminders that reach each patient on their preferred platform, with the right message, at the moment they need it.
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It Costs Up to 25 Times More
to Attract a New Patient Than to
Retain an Existing One

But surprisingly, most dental practices don’t have a solid system to follow up with patients. As a result, they spend heavily on attracting new ones while their existing patients quietly slip away to competitors. Imagine your patients as water in a bucket. You can keep pouring more in, but if the sides are leaking, growth won’t last. New patients flowing in is great. But only if you're not losing the ones already there.
Keeping patients isn’t tricky when you have the right system. With consistent care, thoughtful follow-ups, and personalized reminders, you can make sure your patients stay connected. That’s what Practice by Numbers is built for.

Ready-to-Use Campaigns
That Maximize Patient Retention
and Satisfaction

Our software doesn’t simply send a text message and wait for the patient to respond. Instead, it will reach patients via their previously indicated, preferred method of contact. If the patient does not respond, it will automatically trigger another contact option after a set time that you can customize. If a patient still goes without taking action, the software automatically creates a task for your staff to call them, making the process smarter, smoother, and ensuring no patient is left behind.

Recall Campaigns

When a patient visits your practice, they usually need another cleaning in six months. The software can be set to send an email or text reminder if they haven’t scheduled it yet. If there’s no response, it creates a task for your staff to follow up, helping you save time, maximise response rates, and stay on top of appointments.
The system is smart enough to start the sequence over and reset reminders if a patient cancels their appointment. You can also adjust the timing of these messages so patients stay informed without feeling overwhelmed.

Reactivation Campaigns

Now that you know attracting a new patient is much more expensive than retaining existing patients, our software is designed to help you reactivate old patients who haven’t seen you in over a year.
Once the software identifies a patient as not having seen your practice in the last 365 days, that patient will be dropped into a campaign that encourages them to see your practice. It is highly successful in attracting patients back to your practice who may have otherwise fallen off or gone to a competitor.

Unscheduled Treatment Campaigns

When a patient comes to your practice, you likely create a treatment plan for them. Most patients won’t agree to it right away, and instead take the recommendations home to think about it and schedule their appointment later. Most practices surprisingly have no idea how many patients and pending treatment is really on their books, causing a ton of missed revenue opportunity. 
Our software helps you identify these patients and shows you which treatments patients have scheduled and what’s still outstanding. As a result, it will put patients who have unscheduled treatment plans into the queue to receive communications to remind them to schedule their appointments. It’s a win-win for both your patient’s oral health, and the health of your practice.

Cancelled Appointment Campaigns

Typically, if a patient cancels their appointment, they may call in and say ‘I need to cancel my appointment’ and either no one calls them back, or they don’t create a new appointment. If this happens with the software, and a patient doesn’t reschedule, the system will automatically reach back out to them to schedule their new date and time.

Failed Appointment Campaigns

Similar to cancelled appointments, if a patient misses their appointment, it puts their oral health at risk. You can help patients cut down on accidental or purposeful failed appointments and ensure they stay on a healthy schedule of visiting your practice by triggering campaigns at the time a patient misses their appointment.

Post-Op Instructions Campaign

One of the most important parts of a successful procedure is the after-care. You can help patients feel more at ease, reduce calls to your practice, and lower post-procedure risks with the post-op instructions campaign. The system automatically identifies when a patient is scheduled for a procedure and sends the appropriate post-op instructions straight to their email.

Automate follow-ups and make every patient feel cared for.

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Loved by Practice Owners

We use Practice by Numbers for 2 way patient communication, promoting ease of follow up with them. It works great for patient check in, recalls, patient consent and other paperwork, patient appointment reminders, scheduling their timely patient care needs and many more features. The dashboard provides us with a great layout featuring the KPIs, team performance, the practice's finances with the ability to compare it with any time period in the past and also future projections.

Syeda B.

Dentist and Practice Owner

Frequently Asked Questions

What is Automated Patient Follow-Up Software?

Automated Patient Follow-Up Software helps dental practices stay connected with patients through scheduled reminders and communications. Instead of manually calling or emailing each patient, the system sends personalized messages via text, email, or phone based on patient preferences. If a patient doesn't respond, it automatically tries another contact method or creates a task for your staff to reach out personally.

What types of patient follow-up campaigns can I run?

You can run multiple campaign types including recall campaigns for routine cleanings, reactivation campaigns for patients who haven't visited in over a year, unscheduled treatment reminders, cancelled appointment follow-ups, failed appointment outreach, and post-op instruction delivery. Each campaign is customizable to fit your practice's specific needs and timing preferences.

What happens when a patient cancels or misses an appointment?

When a patient cancels without rescheduling or misses their appointment entirely, the software automatically triggers a follow-up campaign. It reaches out through their preferred communication channel to help them book a new appointment. This ensures no patient falls through the cracks and helps maintain their oral health schedule.

How does the software know which contact method to use for each patient?

The system uses each patient's previously indicated preferred method of contact, whether that's text message, email, or phone call. If a patient doesn't respond to the first attempt, it automatically tries another contact method after a customizable time period. This multi-channel approach maximizes response rates and ensures patients receive information the way they prefer.

Can I customize the timing and frequency of patient reminders?

Absolutely. You have full control over when messages are sent and how often patients are contacted. You can adjust timing to ensure patients stay informed without feeling overwhelmed. This flexibility lets you create a follow-up schedule that works best for your practice and your patients' preferences.

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