3 Dental Recall Scripts Your Office Should Be Using Today

Maxillo Team
Oct 8
5 min read

A well-oiled dental practice relies on more than just excellent clinical care; it depends heavily on effective patient communication and a consistent flow of scheduled appointments. The core of this efficiency lies in a robust dental recall system.

A strong dental recall system is not merely about sending out automated reminders. It is a vital component of patient retention, preventive care, and practice profitability [3]. Regular recare appointments are essential for maintaining and monitoring a patient's oral health, allowing for the early detection and management of potential issues like cavities and gum disease [4]. However, a significant portion of patients will not attend or reschedule their appointments without prompting, making your recall strategy an absolute priority [2].

3 Dental recall scripts you can use today.

To maximize your schedule and enhance patient health, your front-office team needs clear, effective, and professional scripts for every key interaction. These scripts ensure consistency, reduce administrative burden, and transform hesitant patients into loyal, lifelong visitors.

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Here are three essential dental recall scripts your office should implement today, tailored for the most common patient scenarios.

Dental Recall Script 1: The Pre-Appointment Confirmation (Reducing No-Shows)

Missed appointments are a substantial drain on a dental practice's revenue and efficiency [1]. A simple, clear, and action-oriented confirmation message is the most effective tool to combat no-shows. This message should be concise and offer an easy way for the patient to confirm or reschedule. Text message is often the preferred channel, as texts are typically opened and read within minutes.

Goal: Secure a firm confirmation and provide an effortless way to reschedule.

Best For: Automated text message or email sent 3 to 7 days before the scheduled visit.

The Script:

Text/Email Template:

"Hi [Patient Name], this is a friendly confirmation for your dental appointment at [Practice Name] on [Date] at [Time]. Please reply YES to confirm. If you need to reschedule, please reply RESCHEDULE or call us at [Phone Number]. We look forward to seeing you!"

Why This Works:

Clarity and Conciseness: It immediately states the purpose, date, and time. Patients do not have to sift through a long message [1].
Easy Call to Action (CTA): The YES or RESCHEDULE prompt makes it simple for the patient to respond, even while busy. This high-engagement approach is designed to reduce friction and encourage a quick reply [1].
Professional Tone: It is warm, yet firm, in reminding them of the reserved time slot.

Phone/Voicemail Follow-Up (If no response is received):

"Hello [Patient Name], this is [Your Name] calling from [Practice Name]. I'm calling to confirm your appointment scheduled for [Date] at [Time]. We haven't heard from you yet. Please call us back at [Phone Number] or reply to our text message with 'YES' to secure your time slot, or 'RESCHEDULE' if you need to find a new time. If we don't hear from you soon, we may need to release this appointment to another patient. Thank you."

Script 2: The Overdue Patient Reactivation (The "It’s Time" Call)

Many patients who miss their regular appointments do so not out of neglect, but simply because they lose track of time [1]. For patients overdue for their regular recare appointment (e.g., a patient who is 7 to 12 months overdue), your message needs to be supportive, educational, and focused on the benefit of care, rather than making them feel guilty [2].

Goal: Re-engage patients who are overdue by emphasizing the importance of preventive care and offering an easy path to re-book.

Best For: Personalized call or email/text message targeting patients who are past their recommended recall interval.

The Script:

Text/Email Template:

"Hello [Patient Name], we hope you're doing well! Our records show you are due for your routine dental cleaning and exam. Regular check-ups are key to catching small issues before they become bigger, more expensive problems, and are essential for maintaining your healthy smile. We have a few convenient openings next week. Would you prefer a morning or afternoon appointment? You can call us at [Phone Number] or simply reply to this message to book now. Let’s get you back on track!"

Why This Works:

Supportive Tone: It uses encouraging language ("healthy smile") and avoids scolding, which is crucial for getting a positive response [1].
Educational Value: It reminds the patient why the visit is important ("catching small issues before they become bigger"). Enhanced patient education is a key benefit of a strong recall system [3].
Open-Ended Scheduling: Offering a choice ("morning or afternoon") makes scheduling feel less like a commitment to a specific date and time, reducing a barrier to action.

Phone Script (For an overdue patient):

"Hi [Patient Name], this is [Your Name] at [Practice Name]. I'm calling because our records show you are a little overdue for your cleaning and check-up, and we want to make sure your great oral health stays on track. The doctor recommends a regular check-up to monitor for any changes since your last visit. We know life gets busy, but we'd love to reserve your spot. I see that [Suggested Time/Day, e.g., Tuesday afternoon at 3:00 PM] is available next week. Does that time work for you, or is there a different time of day you prefer?"

Script 3: The Family-Oriented Scheduling (Boosting Practice Efficiency)

A significant barrier to care for many patients is coordinating multiple family appointments. Making it easy for families to schedule together not only increases patient satisfaction and loyalty but also improves your practice's overall efficiency [1].

Goal: Simplify scheduling for families to increase retention and fill multiple appointment slots at once.

Best For: Phone call or email/text to the head of household when one or more family members are due for a visit.

The Script:

Email/Text Template:

"Hi [Head of Household Name], it’s time for [Child/Spouse's Name] to come in for their routine check-up! We'd love to make scheduling easy for your whole family. [List Family Members Due]. We can arrange appointments for everyone on the same day to save you a trip. Please give us a call at [Phone Number] or reply to this message to coordinate a family appointment block that works best for your schedule."

Why This Works:

Convenience Focus: The main appeal is saving the patient time and effort by coordinating multiple visits [1].
Personalization: Listing the family members who are due is a powerful reminder that makes the message relevant and helpful.
Increased Booking Rate: By offering to schedule multiple appointments at once, you increase the likelihood of securing several hygiene visits in a single interaction.

Phone Script (Focus on Value):

"Hello [Patient Name], I was just reviewing our schedule and noticed that both you and [Family Member's Name] are due for your regular cleanings. Since we know you have a busy schedule, I can hold a block of time for all of you to come in together on [Date] at [Time]. This way, we can take care of everyone's oral health in one trip. How does that sound?"

If they say no: "No problem at all! I can still help you schedule everyone individually, but if you'd like to reserve separate appointments, is there a particular day of the week that is easiest for your family?"

Implementing Your Dental Recall Scripts

Consistency is the key to success. Once you choose your dental recall scripts, integrate them into your automated communication platform and train your staff on the phone scripts. Remember to always maintain a tone that balances professionalism with warmth, and personalize the message whenever possible [1].

By systematizing your recall efforts with these proven scripts, your practice will experience reduced no-shows, increased patient retention, and a consistently full schedule, all while helping your patients maintain their best oral health.

Read more about dental recall scripts by downloading our guide: