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Introduction
The dental landscape in the U.S. has remained largely unchanged over the past two decades. Each year, around 45,000 Americans are diagnosed with serious oral hygiene issues, with only a 5-year survival rate. Amid life’s daily hustle, patients often need reminders to prioritize their dental care. This is especially important considering that 36% of people experience dental anxiety, with 12% suffering from severe dentophobia.
A dental recall script is an essential communication tool that helps dental practitioners reconnect with patients by scheduling follow-up appointments, preventive care, or overdue treatments. It serves as a structured guide for dental staff, ensuring patients return for necessary check-ups and maintain their oral health. If you too are a dental clinic wondering how to enhance patient engagement through dental recall scripts, then this blog is for you.
In this guide, we will explore the significance of dental recall scripts and how they can help educate patients, encourage proactive oral care, and improve dental health on a broader scale.
What is a Dental Recall Script?
A dental recall script is a predefined, structured message used by dental practices to remind patients about upcoming appointments, general follow-ups, or overdue treatments. These scripted messages act as a communication tool to maintain patient engagement, encouraging them to stay up-to-date with their oral hygiene.
These scripts can be used via different channels—including phone calls, emails, and text messages—ensuring patients receive timely reminders and prioritize their dental health. However, there are additional reasons why every practice should focus on dental recall messages. Let’s explore them in detail.
Why Every Practice Needs a Dental Recall Script?
A dental recall script is an essential tool for any dental practice as it offers numerous benefits that enhance patient care, retention, and overall practice efficiency. Here is why a dental recall script is crucial for any dental clinic:
Reduced No-Show Rates
Dental recall scripts are subtle reminders for patients about their upcoming follow-ups or appointments. With the help of automated systems, practices can lower the rate of missed appointments or no-shows, which directly impact revenue, overall patient care, and scheduling efficiency.
Increased Patient Retention
Dental scripts for treatment act as a regular communication tool, which helps patients feel valued and cared for. This builds a sense of trust, encouraging patients to take a step towards their routine check-ups and treatments. Moreover, this promotes preventive care while giving patients a chance to address their concerns, leading to a positive experience.
Improved Practice Efficiency
Inculcating a dental recall script will help you streamline administrative routine tasks by eliminating the need to hire more labor or keep a daily reminder. This allows less revenue to be spent, allows focus on other priority tasks, and improves the practice’s operational efficiency.
Enhanced Patient Education
Dental recall scripts provide an opportunity to educate patients about regular oral check-ups and increase the importance of preventive care. This approach promotes better oral health and reduces the chances of having any emergency situation.
Low Financial Costs
Investing in dental recall scripts will require less labor, and all the administrative tasks can be easily automated through dental recall software, retaining old patients and putting the revenue in other priority areas. Moreover, retaining old patients requires a consistent flow of communication, which can be easily done with dental recall scripts without the need to spend too much money.
Enhanced Patient Experience
Sending personalized recall texts to patients increases patient satisfaction rate and makes them feel valued and prioritized. Automating the whole process, dropping in reminders, or even rescheduling whenever possible creates a positive experience, pushing them for regular visits and even increasing the likelihood of recommending it to others.
Dental Recall Script Templates
It can be difficult to think of a message on the spot or send personalized messages without preparing anything. This is where dental recall message templates come into play. You can easily distinguish templates or messages on the basis of requirements and automate them without having to constantly keep a check on each and every patient. Here are some dental scripts examples that every practice should have to maintain effective communication with the patients:
For Patient’s Next Appointment
Scheduling patients’ next appointments is the most important and crucial part of running a dental practice. It should be done after a week has passed to book for a general follow-up or the next important treatment.
Here are 3 ways to make your dental recall reminder template:
Script 1:
Hi [Patient’s Name], This is [practice name]. We hope you are doing well after your last appointment. We wanted to remind you that it is time to schedule your next appointment. To ensure you have good oral health, please call us at [phone number] or reply to this text to schedule. Thank you.
Script 2:
Hi [Patient Name], This is [practice name]. This is a quick reminder that it is time for your next appointment. To maintain good oral health, please book your appointment by replying to this text. Thank you. Wishing you great oral health and wellness.
Script 3:
Hello [Patient Name], This is [practice name]. We hope you are doing well after your recent [procedure]. If you have any questions or concerns, please schedule an appointment at the earliest by calling us at [phone number] or replying to this text message.
For Confirming an Appointment
It is important to send a quick confirmation text of the appointment so that the patient knows the appointment is booked and is well aware of the date and time they need to visit the dentist.
Here are some dental scripts examples to confirm an appointment:
Script 1:
Hi [Patient Name], This is [practice name]. This is a confirmation message for your appointment on [date] at [time]. If you have any questions or need to reschedule, please call us at [phone number]. Thank you. Looking forward to seeing you.
Script 2:
Hello [Patient Name], We hope you are doing well. This is [practice name]. This is to confirm to you that your appointment has been scheduled for [date] at [time]. If you need to reschedule, please reply to this message or call us at [phone number]. Thank you for choosing [practice name] for your oral health and wellness.
Script 3:
Hi [Patient Name], Thank you for choosing [practice name] for your oral health and wellness. Your appointment has been confirmed for [date] at [time]. See you then!
For Last-Minute Cancellations
Last-minute cancellations are quite common. However, it can disrupt the entire schedule of the dentist. So when a patient cancels at the last minute, you can drop in a message to thank them and let them know to be careful in the future, as it can hinder the schedule of the practice.
Here are 3 ways to drop in:
Script 1:
Hi [patient name], We saw that you have cancelled your dental appointment with us. We understand that unforeseen circumstances can arise that can lead to cancellations. However, we kindly request that you give prior notice before making any cancellations, as it disrupts our schedule. If you wish to reschedule, please contact us at [phone number], and we will help you right away. Thank you.
Script 2:
Hello [patient name], We hope you are doing well. We received a notification that you have cancelled your dental appointment with us and hope everything is alright with you. We appreciate you taking out the time to inform us in advance. If you wish to reschedule, please reply to this text, and we will book your appointment on the next date and time you are available. Thank you.
Script 3:
Hi [patient name], We have received your cancellation of your dental appointment with us. If you wish to reschedule, please reply to this text or call us at [phone number], and we will assist you right away. Thank you.
For Follow-Up Appointment
Most of the patients forget about their follow-up appointments, which leads to even more oral health concerns. Therefore, it is important that practices drop a follow-up appointment reminder so that patients are able to take out time for it.
Here are some dental recall text message samples:
Script 1:
Hi [patient name], We hope you are doing well after your last appointment. This is a reminder to book your follow-up appointment for a routine check-up. Wishing you great oral health and wellness. Thank you.
Script 2:
Hi [patient’s name], Thank you for choosing us as your oral health partner for your last appointment. This is a reminder to book your next follow-up appointment, as it has been 7 days since your [procedure]. Please let us know if you have any queries or concerns. Thank you.
Script 3:
Hello [patient name], This is a reminder to book your follow-up appointment, as it has been more than a week since your last appointment. It is important to follow your routine check-ups to maintain good oral hygiene. Call us at [phone number] to book your appointment for the next available slot. Thank you.
For Reminding of Appointment
Reminding patients of an appointment is crucial for reducing no-shows and ensuring that they are consistent with their dental check-ups. Moreover, with the hustle and bustle of life, one can forget to show up for an appointment, so it is important to drop one reminder.
Here are some dental recall message samples:
Script 1:
Hi [patient name], We hope you are doing well. This is a friendly reminder from [practice name] that your appointment is booked for today at [time]. We look forward to seeing you. If you need to reschedule, please call us at [phone number] at the earliest.
Script 2:
Hello [patient name], This is a reminder that your upcoming appointment with [practice name] is today at [time]. If you have any questions or concerns, please feel free to call us at [phone number]. Thank you.
Script 3:
Hi [patient name], This is to remind you that your appointment with [practice name] is today at [time]. We request you to please be there on time. Thank you.
For a Hesitant Patient
Going for a dental check-up can be anxiety-provoking for some patients. Therefore, it is important to address the concerns of a hesitant patient by fostering trust and educating them about the potential risks that might be involved. So the road has to be trod lightly and empathetically.
Here are some ways to deal with a hesitant patient:
Script 1:
Hi [patient name], We hope you are doing well. We saw you contacted [practice name] to book a dental appointment at the earliest. However, there seems to be no response from your end. We understand that health scares can be real but with the right solution, everything can be resolved. We are happy to let you talk to a dentist before proceeding further. Let me know if you wish to schedule a call by replying to this text. Thank you.
Script 2:
Hi [patient name], Thank you for choosing [practice name] for your oral health and wellness. We saw you wanted to book a consultation with us. If you are facing any problems or are worried about anything related to your health, we can assist you at every step. Reply to this text to book your appointment at the earliest. Wishing you great oral health.
Script 3:
Hello [patient name], We received your query about a dental [procedure]. If you have any further queries or concerns, please do not hesitate to call us at [phone number]. We understand health scares can be a tricky road to navigate; therefore, please get the correct information and treatment before giving yourself a diagnosis. We are here to help you. Thank you.
For Emergency Appointments
In the event of a dental emergency, patients or their caregivers usually get very anxious or panicky. Therefore, it is important that if they are contacting for some emergency situation, dental practices are quick on their feet and help them navigate the situation with utmost care.
Here are some ways to deal with an emergency appointment:
Script 1:
Hi [patient name], We just received your call for an emergency situation. We understand that it can invoke some anxiety and nervousness. However, please do not worry. We are here to assist you at every step of your oral health journey. Please call at [phone number] to get an immediate slot with the dentist. Thank you.
Script 2:
Hi [patient name], We noticed that you made a call for an emergency situation. To fasten the process, please call us at [phone number] and we will assist you right away. Thank you.
Script 3:
Hello [patient name], Thank you for choosing [practice name] for your oral health journey. We received a notification for an emergency situation. Please do not worry. You can call at [phone number] on an urgent basis and get to meet the dentist at the earliest. Please let us know if we shall schedule your appointment by replying to this text. Thank you.
For Overdue Checkups
With life’s daily hustle and bustle, one can forget to remember their routine dental check-ups. This is why dental practices must remind patients of their overdue checkup before things get serious.
Here are 3 ways to do so:
Script 1:
Hi [patient name], We hope this message finds you well. Our records indicate that you are overdue for your dental checkup. We understand that life can get busy, but we want to ensure you maintain good dental health. Please call us at [Phone Number] to schedule your appointment at your earliest convenience. We look forward to seeing you soon. Thank you.
Script 2:
Hi [Patient Name], This is a friendly reminder from [Practice Name]. Our records show that you are overdue for your dental checkup. Please call us at [Phone Number] or reply to this message to schedule your appointment. Thank you.
Script 3:
Hello [Patient Name], We hope you are doing well. It’s been a while since your last visit, and we want to ensure you are taking care of your dental health. If you are ready to schedule your overdue checkup, please reply to this message or give us a call at [Phone Number]. Thank you. We look forward to hearing from you!
For Holiday Greetings
The holiday season calls for promotional and special offers to your loyal client base. This shows that you care and value your patients by offering them a good discount offer and it brings the cheer of the holiday season as well.
Here are 3 ways to go about it:
Script 1:
Hello [patient name], We wish you a joyful holiday season filled with loads of love and smiles. As a token of appreciation for your loyalty, we are happy to offer a [Discount]% off on your next dental checkup or treatment booked by [Expiration Date]. Schedule your appointment today by calling us at [Phone Number]. We look forward to seeing you soon. Happy holidays!
Script 2:
Hi [patient name], As we celebrate the holiday season, we want to thank you for being a valued patient and trusting us with your dental care. Enjoy [Discount]% off on your next dental visit by [Expiration Date]. Take care, and we wish you and your family a wonderful holiday season!
Script 3:
Hi [Patient Name], The holiday season is here, and we want to spread some cheer and smiles! Enjoy [Discount]% off any dental service when you schedule an appointment by [Expiration Date]. Whether it’s time for a checkup or a special treatment, we are here to help you keep your smile bright this season. Call us at [Phone Number] or click here [Scheduling Link] to book your appointment. Happy Holidays!
For a Friend or Family Referral
Friends and family referrals are on the rise and it is a great way to get a good word of mouth and let people know more about your services. Use this approach to attract the right audience in a smart way.
Here are 3 ways to do it:
Script 1:
Hi [Patient Name], We hope you are doing well. We wanted to take a moment to thank you for being a valued member of our dental family. If you have friends or family who could benefit from our services, we would greatly appreciate your referral. As a token of our gratitude, for every new patient you refer, you will receive [Discount] on your next visit. Thank you for helping us spread the word about [Practice Name]. Wishing you a lifetime of oral health and wellness.
Script 2:
Hi [Patient Name], We hope you are enjoying your experience at [Practice Name]. If you know anyone who could benefit from our services, we would love for you to refer them. For every new patient you refer, you will receive a [discount] on your next visit. Thank you for spreading the word.
Script 3:
Hello [patient name], Thank you for choosing [Practice Name] for your oral hygiene. We truly value your trust in us. If you have friends or family members looking for a new dentist, we would be happy to help them. As a thank-you, for every new patient referral, you will receive a [discount] on your next visit. Help us help others. Thank you.
Best Practices for Dental Recall Scripts
Before proceeding to implement dental recall scripts, ensure that you are inculcating best practices that will enhance patient engagement and will foster a relationship of trust and loyalty. Here are some things to take into consideration:
Personalize your message
Addressing your patients by their names and referencing their past visits and history builds trust and makes the communication more personal and genuine. So whenever you are sending a reminder or checking on them generally, make them feel that they are valued and cared for.
Use the Right Tone
Maintain a friendly yet professional tone in your messages. The goal is to make the patients feel comfortable and at ease while helping them understand the importance of oral health. A balance of warmth and professionalism makes the patients feel valued and encourages them to book appointments.
Odd messaging times are a no-no
Avoid sending messages at odd hours, like late at night or when patients are likely to be busy (during work hours). Opt for early evenings or weekends when they can check their messages and promptly book an appointment.
Automate your recall strategy for efficiency
It can be difficult to keep a check on a large number of patients manually. The smart way to go about it is to automate the recall processes. Automated systems can send timely reminders or texts, reducing staff workload while ensuring consistency in patient communication.
FAQs
A dental recall text system ensures patients maintain regular checkups, follow their routine appointments, and prevent any oral health issues while improving retention of the dental practice.
Recall frequency depends on patient to patient. If there are any high-risk patients, they should be recalled every 3-4 months. While low-risk patients can be recalled once in 6 months.
Well-crafted dental scripts for treatment have a friendly yet professional approach to remind patients about their upcoming appointments. This reinforces the importance of oral health, making patients feel valued and increasing the chances of bookings.
For anxious patients, recall scripts should have a warm and reassuring tone while empathizing with the patient’s anxiety and acknowledging their fears instead of demeaning them. Being transparent about the check-up or treatment will help the patient feel at ease and will surely calm their nerves.
Personalization makes recall messages more engaging and effective. Addressing patients by name and referencing their past history or treatments makes the patient feel cared for and valued, leading to better patient loyalty and response rates.
A good recall message should include a friendly greeting, a reminder that their dental checkup is due, and an emphasis on the importance of regular oral care. It should also provide clear instructions on how to schedule an appointment, whether through a phone call, online booking, or text confirmation.
Dental recall text intervals should be based on a patient’s oral health status and risk factors. High-risk patients should visit every 3-4 months. The general recommendation for most patients is every 6 months, while low-risk individuals with excellent oral health may only need an annual checkup.
Patients should be reminded of their appointments at multiple intervals to minimize no-shows. A courtesy reminder should be sent a week before to confirm the appointment and allow rescheduling if needed. A follow-up reminder should be sent one to two days before to reinforce the visit. Finally, a same-day reminder helps ensure that patients arrive on time. These reminders improve attendance rates and keep the schedule running smoothly.
The advance or pre-scheduled recall system uses the continuing appointment system, where patients book their next appointment before leaving the dental office. This method ensures they have a confirmed future visit, reducing the risk of missed checkups. It is commonly used for routine cleanings and orthodontic treatments, helping maintain consistent patient care and practice efficiency.
Final Thoughts
Dental recall scripts are an essential communication tool that helps dental practitioners reconnect with patients by scheduling follow-up appointments, preventive care, or overdue treatments. It serves as a structured guide for dental staff, ensuring patients return for necessary check-ups and maintain their oral health. With automation and AI on the rise, dental practices do not have to worry about hiring skilled labor or having to send manual reminders to their patients. Through the power of AI, they can send messages or reminders without putting in any human effort.
With Emitrr’s AI agent, you can run your dental clinic seamlessly while streamlining the operational and administrative work of sending in reminders or checking in on your patients and creating a well-crafted dental recall system. Interested to see how Emitrr’s AI agent fits your use case? Book a free demo today to see how Emitrr can help you run your dental clinic without hiring too much labor and automating clerical tasks instantly.
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