Reactivate overdue hygiene appointments.
Patients drift past their recall window unnoticed.
Est. deploy 4–6 weeksSee the walkthrough
Customer Retention · Orthodontics
Bring overdue retainer checks back into view.
Post-treatment patients miss routine follow-up.
For: Recall coordinators and the team responsible for customer retention in orthodontics.
01 · The outcome
What good looks like.
The team has a reviewed recall list with preferred contact channels, with source evidence and an explicit approval before any external action. Track overdue check appointments scheduled against a baseline; do not assume automation improves it.
A connected workflow that uses approved recall interval, last visit date, and contact consent to identify overdue administrative reminders while excluding patients under active clinical review. It produces a reviewed recall list with preferred contact channels.
Where AI helps, and where a person decides.
AI can identify overdue administrative reminders while excluding patients under active clinical review. It drafts and organizes; it does not authorize spending, commitments, clinical decisions or customer communication. The recall coordinator verifies the source facts and approves the final action.
Recall coordinator is accountable. People approve customer-facing, sensitive, financial, and legally binding actions.
- Recall coordinator: Capture the source and scope
- Recall coordinator: Review the proposed outcome
- Recall coordinator: Release only the approved version
- Recall coordinator: Check the result and exceptions
A named person approves customer-facing messages, spending, record changes and binding commitments before release. Pre-approved scripts are versioned; exceptions stop for review.
02 · The handoffs
How the work moves.
Every handoff has an owner. Select a step to open or close its detail.
Start when: A clinician-defined retainer check date passes. Connect only approved recall interval, last visit date, and contact consent. The recall coordinator confirms the request is authorized and in scope.
Ready when: The source reference, permissions and accountable owner are recorded.
Use the authorized records to identify overdue administrative reminders while excluding patients under active clinical review. Preserve the original language alongside the draft and label uncertain fields.
Ready when: Each proposed fact links back to a source, and missing information is visible.
Check a reviewed recall list with preferred contact channels against the original records and current policy. Correct errors and escalate exceptions to the qualified specialist; do not auto-approve.
Ready when: Recall coordinator has recorded approval or a reason to hold the item.
After explicit approval, save a reviewed recall list with preferred contact channels in the system of record. Send only approved messages to verified recipients. Record the version and prevent duplicate delivery.
Ready when: The approved record is saved; any delivery is confirmed or placed in the retry queue.
Review overdue check appointments scheduled each week, sample completed records for quality, and resolve held items. Change the rules only after reviewing actual errors and staff feedback.
Ready when: Exceptions have owners, the metric has a baseline, and corrective actions are assigned.
Sample record.
$ david run --workflow=ortho-retainer-recall
ILLUSTRATIVE RECORD / NOT LIVE CUSTOMER DATA
- Example
- Illustrative only — not a real client record
- Reference
- ORTHO-RETAINER-RECALL-DEMO-001
- Trigger
- A clinician-defined retainer check date passes.
- Owner
- Recall coordinator
- Prepared output
- a reviewed recall list with preferred contact channels
- Review status
- Awaiting human approval — no external action taken
- Missing information
- Owner to verify source completeness
- Measure
- Overdue check appointments scheduled
Start with your tools.
Connect Practice management system, Google Calendar, Secure messaging through approved APIs or controlled exports. Map record identifiers first; test permissions and field updates in a sandbox. Vendor names describe possible connections, not a guarantee of an available integration or license.
When things go wrong.
- A named person approves customer-facing messages, spending, record changes and binding commitments before release. Pre-approved scripts are versioned; exceptions stop for review.
- Use only authorized sources and role-based access. Keep an audit trail of source records, drafts, approvals and delivery status; deduplicate retries.
- If an integration fails, a source is missing or confidence is low, pause the action and assign the original request to the accountable owner.
- For healthcare uses, validate HIPAA applicability, execute required BAAs, restrict PHI to the minimum necessary, and use approved secure systems. Clinicians handle symptoms, urgent care and clinical decisions.
Try this week / no DAVID required
A useful first step.
This week, have your recall coordinator time five examples of this work. Use redacted copies of approved recall interval, last visit date, and contact consent to make a reviewed recall list with preferred contact channels manually, then list which fields required judgment.
What to measure.
- Overdue check appointments scheduled
- Minutes of human handling per completed item
- Drafts needing substantive correction
- Exceptions unresolved beyond the agreed review window
Estimate your time back.
20.8
$11,232
03 · More workflows to consider
Related workflows.
Prepare preventive outreach for care-team review.
Eligible patients are hard to locate in manual lists.
Est. deploy 4–6 weeksSee the walkthrough
Keep past-client follow-ups personal.
Anniversary reminders become generic bulk messages.
Est. deploy 2–4 weeksSee the walkthrough
Want this running in your business in 4–6 weeks?
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