Dental Recall Scripts Every Front Desk Team Should Use

Maxillo Team
Aug 12
3 min read

Maintaining a consistent recall system is the lifeblood of a thriving dental practice. Regular hygiene appointments not only benefit patients' oral health but also ensure a steady stream of appointments for your team [1].

However, effectively reaching out to patients for their recall appointments can sometimes be a challenge. Equipping your front desk team with well-crafted dental recall scripts can significantly improve your recall rates and streamline the scheduling process.

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5 Dental Recall Scripts

Here are 5 dental hygiene recall scripts your front desk team can adapt and use:

Script 1: The Proactive Approach (Calling Before Due Date)

"Hi [Patient Name], this is [Your Name] calling from [Dental Practice Name]. We're reaching out as a friendly reminder that your next dental hygiene appointment is coming up in [Number] weeks/months, around [Approximate Date]. Would you like to schedule that now to ensure you get a time that works best for you?"

Why it works: This script is proactive, giving patients advance notice and the opportunity to schedule before their due date. This can reduce the likelihood of missed appointments.

Script 2: The Gentle Reminder (Calling After Due Date)

"Hello [Patient Name], this is [Your Name] from [Dental Practice Name]. We wanted to follow up regarding your routine dental hygiene appointment. According to our records, it was due around [Approximate Date]. We want to make sure your smile stays healthy. Are you ready to schedule your next cleaning?"

Why it works: This script is polite and assumes the patient may have simply overlooked scheduling. It emphasizes the importance of oral health.

Script 3: The Email/Text Follow-Up (After Initial Contact Attempts)

Subject: Friendly Reminder from [Dental Practice Name] - Your Hygiene Appointment

Hi [Patient Name],

We recently tried to reach you to schedule your dental hygiene appointment. It's important to maintain regular cleanings to prevent gum disease and keep your smile bright.

You can easily schedule your appointment by replying to this email/text or calling us at [Phone Number]. We look forward to hearing from you!

Sincerely, The Team at [Dental Practice Name]

Why it works: Email and text messages offer flexibility and allow patients to respond at their convenience. Including a clear call to action makes it easy for them to schedule.

Script 4: The Benefits-Oriented Approach

"Hi [Patient Name], this is [Your Name] calling from [Dental Practice Name]. It's time for your routine dental hygiene appointment, which is a key part of preventing cavities and maintaining healthy gums. Scheduling this appointment now will help ensure your continued oral health. Would you like to find a convenient time for you?"

Why it works: This script highlights the benefits of regular hygiene appointments, reinforcing the value for the patient and encouraging them to schedule.

Script 5: The We Miss You Approach (For Lapsed Patients)

"Hello [Patient Name], this is [Your Name] from [Dental Practice Name]. We haven't seen you in a little while, and we wanted to reach out and see how you're doing. We value you as a patient and want to ensure your continued oral health. Would you be interested in scheduling a hygiene appointment soon?"

Why it works: This script is a friendly and non-judgmental way to reconnect with patients who have fallen out of the recall cycle. It expresses care and encourages them to return.

Key Considerations for Effective Dental Hygiene Recall:

Personalization: Encourage your team to personalize the scripts by referencing past conversations or specific needs of the patient when appropriate.
Enthusiasm: A friendly and enthusiastic tone can make a big difference in a patient's willingness to schedule.
Flexibility: Be prepared to offer various appointment times and days to accommodate the patient's schedule.
Accurate Records: Ensure your patient contact information and recall due dates are always up-to-date [4].
Consistency: Implement a consistent recall schedule and train your team on using these scripts effectively.

By implementing these dental recall scripts and focusing on a patient-centered approach, your front desk team can significantly improve your practice's hygiene recall rates, leading to better oral health for your patients and a more stable practice for you.

Learn if your practice is ready for an automated approach to dental hygiene recall. Download the checklist, Is Your Practice Ready for an AI Receptionist?