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Recall bookings without the chase.

Upload the recall list from your PMS and Helen, the built-in AI assistant, texts every patient due for a check-up from your practice's dedicated number. Patients book by replying, automatic nudges follow up the ones who don't, and your team sees every recall in one place.

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The Smart Recalls dashboard

Smart Recalls is an add-on to Dental Suite or Patient Connect.

Australia's largest healthcare network
ISO/IEC 27001 certified
Two-way SMS from a dedicated practice number

The recall challenge

Recalls are one of the most important sources of bookings. They're also the first job pushed aside.

Your front desk works through recalls on top of phones, voicemails and everything else. When reception is busy, recalls wait and patients go without a booking.

Phone chasing is slow and inconsistent

Patients are harder to reach by phone than they used to be. Scam calls have eroded trust, and unknown numbers go unanswered.

One-way SMS gets ignored

One-way SMS and booking links are easy to ignore. Patients mean to book, then forget.

“Not ready yet” patients are lost

Patients who aren't ready to book today are usually lost, because no one has the time to follow them up later.

No single view of progress

There's no one place to see who has been contacted, who has replied and who has booked.

Smart Recalls suits practices whose recall process:

  • Relies heavily on manual work or one team member
  • Has limited visibility and reporting
  • Doesn't consistently follow up unresponsive patients
  • Struggles to prioritise recalls
  • Leaves appointment capacity unfilled

What's different

A recall system that follows through, not just a text.

Smart Recalls manages each recall from first message to booked appointment, so fewer patients drop off along the way.

A recall system that follows through, not just a text.
What you get One-way recall SMSmarketing only Smart Recallsmarketing and software
How patients book Click a link or call the practice, against replying in their own words so Helen books in the same thread Not included Included
If there's no reply Someone has to remember to call, against automatic nudges, by default at 48 hours, 9 days and 30 days Not included Included
If a patient isn't ready to book The conversation ends, against Smart Follow-ups, where Helen checks back at a time that suits the patient Not included Included
If a patient has a question They wait for a call back, against the conversation being flagged and your team emailed to step in Not included Included
What your team sees Messages sent, against every recall in one place: awaiting response, engaged and booked Not included Included
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  1. Upload the recall list you already work from.

    Bring in patients due for a check up from your PMS export, map the fields once, and preview the data before recall starts.

  2. Let Helen handle the back-and-forth over SMS.

    Patients get a natural conversation that feels one-to-one, while your team can still see context, intent, and where someone may need help to complete the booking.

What patients see

Three ways a recall conversation can go. Helen handles each one.

Example conversations from a demo practice.

Patient replies and books

Hi Sarah, this is Helen, City Dental's digital assistant. You're due for your regular check-up and clean. Want me to send a few available times?

Yes please

I have Tuesday at 10:30am or Thursday at 3:15pm with Dr Lee. Which suits you better?

Thursday works

You're booked in for Thursday at 3:15pm with Dr Lee.

Booked

Patient doesn't reply

Hi Wendy, this is Helen, City Dental's digital assistant. You're due for your regular check-up and clean. Want me to send a few available times?

48 hours later

Hi Wendy, just checking if you saw my last message. If you've already booked, no problem. If not, would you like available times?

Oh yes, sorry. Next week if possible?

Engaged

Patient isn't ready yet

Hi Jake, this is Helen, City Dental's digital assistant. You're due for your regular check-up and clean. Are you available this Tuesday afternoon or Thursday or Friday morning, or is there a day and time that works better for you?

Not right now, very busy.

No problem. Would you like us to send you a reminder in a couple of months?

Yeh

Done, we'll message you then.

Smart Follow-up scheduled
Talk to our team

Who it helps

Built for everyone who touches recall.

You've already paid for these patients.

Practice owners. Bring overdue patients back before spending more to attract new ones, and see exactly who was contacted, who replied and who booked.

Recall that doesn't depend on who's rostered on.

Practice managers. The same follow-up runs every cycle, so recall is consistent, measurable and doesn't rely on one person keeping it going.

Fewer calls to patients who don't pick up.

Front desk. Helen handles routine outreach, so your time goes to the patients who need a conversation to book.

One place to manage every recall

  • See total recalls, awaiting response, engaged and booked at a glance
  • Check each patient's status and last engagement
  • Mark a patient as booked if they booked another way, which stops further nudges
  • Close a conversation with a reason, such as wrong number or booked elsewhere, and reopen it later
  • View and cancel any scheduled Smart Follow-up
I would make 30 phone calls a day to try and book these patients, now I give them to AI Helen. Some of the patients that have rebooked have not been to see us for over 1yr plus. I find patients respond to AI Helen rather well as the messages are polite and the system is upfront in saying it is AI from the start.

Alison Taylor, Practice Manager, East Melbourne Dental Group

A practice manager

Get in Touch

Speak to a Healthengine practice consultant

You can also reach us on 08 6205 3113

Speak to a Healthengine practice consultant

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