The Complete Guide to Dental Recall Scripts
Having a large list of active dental patients is no guarantee that your daily schedule will remain filled – that’s why it’s so important to partner with an experienced dental marketing company. We know that getting those patients to schedule follow up care (and show up for those appointments) can be a challenge. That’s where having a mix of good dental recall scripts comes in.
What is a Dental Recall Script?
A dental recall script is predefined wording used by dental teams to manage scheduling interactions. Using scripted content ensures consistent and effective communication with patients, encouraging them to maintain their oral health and stay up-to-date with their dental care. Maybe more importantly, it keeps the office’s patient schedule filled!
Dental Recall Script Examples
Dental recall messages typically include positive greetings, inquiries, and reminders about the importance of regular dental visits, and offers to schedule an appointment at a convenient time. Below, we have provided several dental recall message samples for various scenarios. We’ve also included long script ideas (ideal for dental recall email templates, dental patient recall letter templates, and dental recall cards messages), as well as shorter versions that can be used as dental recall text message samples.
Overdue Appointments
One of the most common scripts you will use is to reactivate patients who missed or failed to schedule a previously due appointment. You might do this with dental recall letters. Use this opportunity to stress the importance of their dental care, and offer an easy method to get themselves back on the schedule.
Long Version
Dear [Patient’s Name],
At [Your Dental Practice], we value your oral health and are committed to providing you with the best dental care possible. We noticed that it has been some time since your last dental visit, and we wanted to reach out to remind you of the importance of regular check-ups.
Regular dental visits are crucial for maintaining optimal oral health and preventing potential dental issues from escalating. During these appointments, our dental team can assess your oral health, identify any underlying problems, and provide necessary treatments or preventive measures. By scheduling regular check-ups, you can ensure the longevity of your teeth and gums, as well as prevent more extensive and costly dental procedures in the future.
We understand that life can get busy, and it’s easy to overlook scheduling dental appointments. However, we strongly encourage you to prioritize your oral health and schedule an appointment with us at your earliest convenience.
To schedule your overdue appointment, please call our office at [Your Dental Practice Phone Number]. Our team will be delighted to assist you in setting up a convenient date and time for your visit. Alternatively, you can also visit our website at [Your Dental Practice Website] to request an appointment online.
We look forward to seeing you soon and providing you with exceptional dental care!
Short Version
We noticed that it has been some time since your last dental visit. We understand that life can get busy, and it’s easy to overlook scheduling dental appointments. However, we strongly encourage you to prioritize your oral health and schedule an appointment with us at your earliest convenience. To schedule your overdue appointment, please call [Your Dental Practice Phone Number] or request an appointment online at [Your Dental Practice Website].
We look forward to seeing you soon and providing you with exceptional dental care!
Future Routine Appointments
It is also important to prevent patients from missing or canceling an appointment, creating an unexpected opening in your daily schedule. With these dental recall scripts, don’t be afraid to politely remind them how their cancellation will impact you and other patients.
Long Version
Dear [Patient’s Name],
At [Your Dental Practice], we are dedicated to providing you with exceptional dental care and ensuring the well-being of your oral health. As part of our commitment, we would like to remind you of your upcoming routine dental appointment.
Your next scheduled appointment is on [Date] at [Time]. We kindly request that you arrive a few minutes early to complete any necessary paperwork and to ensure a smooth and efficient visit.
If, for any reason, you are unable to keep this appointment, please notify us at least 24 hours in advance, so we can reschedule it for you and accommodate other patients who may be in need of dental care.
To confirm your attendance or if you have any questions regarding your appointment, please call our office at [Your Dental Practice Phone Number]. Our friendly staff will be happy to assist you and address any concerns you may have.
Thank you for entrusting us with your dental care. We look forward to seeing you on [Date] and providing you with exceptional service!
Short Version
Your next scheduled appointment is on [Date] at [Time]. We kindly request that you arrive a few minutes early to complete any necessary paperwork and to ensure a smooth and efficient visit.
If, for any reason, you are unable to keep this appointment, please notify us at [Your Dental Practice Phone Number] at ]least 24 hours in advance, so we can reschedule it for you and accommodate other patients who may be in need of dental care.
Last-Minute Cancellations
If a last-minute cancellation does occur, do your best to discourage it from happening again, and try to get the patient immediately rescheduled. A dental recall email script could be most useful in a case like this.
Long Version
Dear [Patient’s Name],
We recently received notification of your cancellation for your scheduled dental appointment on [Appointment Date] at [Appointment Time]. We understand that unforeseen circumstances can arise, and we appreciate you informing us in advance.
At [Your Dental Practice], we strive to provide exceptional dental care and accommodate our patients’ needs to the best of our ability. However, last-minute cancellations can disrupt our schedule and prevent us from offering timely care to other patients in need. We kindly request that you provide us with as much notice as possible for any future appointment changes or cancellations.
If you still require dental treatment or would like to reschedule your appointment, please contact our office at [Your Dental Practice Phone Number]. Our friendly staff will be more than happy to assist you in finding a new appointment time that suits your schedule.
We understand that life can be unpredictable, and we are committed to working with you to ensure your dental needs are met. However, please be aware that repeated last-minute cancellations or no-shows may result in a rescheduling fee or the need to find an alternative dental provider.
Thank you for your understanding and cooperation. We value you as a patient and look forward to serving your dental needs in the future. If you have any questions or concerns, please do not hesitate to contact us.
Short Version
We recently received notification of your cancellation for your scheduled dental appointment on [Appointment Date] at [Appointment Time]. We understand that unforeseen circumstances can arise, and we appreciate you informing us in advance.
If you still require dental treatment or would like to reschedule your appointment, please contact our office at [Your Dental Practice Phone Number]. Our friendly staff will be more than happy to assist you in finding a new appointment time that suits your schedule.
Payment Reminders
Even after a successful appointment, you may have the awkward situation of an unpaid invoice to deal with. Be understanding, but also be clear that payment is expected.
Long Version
Dear [Patient’s Name],
We wanted to take a moment to remind you about an outstanding balance on your account with [Your Dental Practice]. It appears that a payment for the dental services provided on [Date of Service] has not yet been received.
We understand that oversight or unexpected circumstances can sometimes lead to delayed payments, and we want to ensure that this matter is resolved promptly. As a valued patient, we greatly appreciate your commitment to fulfilling your financial obligations.
To avoid any further inconvenience, we kindly request that you settle the outstanding balance as soon as possible. You can make a payment by visiting our office during business hours or by using one of the following convenient methods:
Online Payment: You can securely make a payment through our website at [Your Dental Practice Website]. Simply navigate to the “Payment” section and follow the instructions to complete the transaction.
Phone Payment: If you prefer to make a payment over the phone, please call our office at [Your Dental Practice Phone Number]. Our friendly staff will be happy to assist you in processing the payment.
Mail Payment: If you would like to send a check or money order, please make it payable to [Your Dental Practice] and mail it to the address below. Please include your account number or invoice number to ensure accurate processing.
[Your Dental Practice Address]
We understand that financial matters can sometimes be challenging, and we are here to help. If you have any questions or concerns regarding your account or need assistance with payment arrangements, please do not hesitate to contact our office. We are committed to finding a solution that works best for you.
Thank you for your attention to this matter. We greatly value your continued trust and support as we strive to provide you with exceptional dental care. We look forward to serving you again at your future appointments!
Short Version
We wanted to take a moment to remind you about an outstanding balance on your account with [Your Dental Practice]. It appears that a payment for the dental services provided on [Date of Service] has not yet been received.
To avoid any further inconvenience, we kindly request that you settle the outstanding balance as soon as possible. You can make a payment in person, by phone, online, or by mail.
Thank you for your attention to this matter. We look forward to serving you again at your future appointments!
Grow Your Practice with Golden Proportions Marketing
Retaining existing patients is even more important than attracting new ones. And Golden Proportions Marketing has dental marketing strategies that will help you do both. Schedule your Marketing Breakthrough Call today to learn how our DNA Dental Marketing Process can help you fill your schedule and keep it that way!