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AI agent for optometrists

Patient Recall Reactivation Agent

Bring overdue recall patients back into the schedule

Patient Recall Reactivation Agent: what goes in, what the agent does and what you get

What it does

Recall patients drift away when nobody follows up, and their care suffers along with practice income. This agent finds patients past their recall date and checks why: no appointment booked, a cancellation, or a move. It sorts them by how overdue they are and by clinical need, such as active gum disease or a glaucoma suspect. It sends reminders through each patient's preferred channel with open time slots, using the practice's approved templates. It tracks responses. If a patient has not booked within seven days, it sends a second message, then adds the patient to the front desk call list. Each week it checks who booked and who is still overdue. You approve message templates and batches, and any removal from recall. Edge case: patients marked deceased or moved are excluded and the record is flagged for the office.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
ApprovedYes, continueNo 1 STARTS WHEN Weekly recall run 2 USES A TOOL List patients past recall date with no booking 3 DOES Rank by clinical need and months overdue 4 YOU APPROVE Office manager approves message batch 5 USES A TOOL Send reminders with open slots 6 CHECKS THE RESULT Did the patient book within 7 days? If not: send second reminder, then add to the call list.Back to step 5. 7 RESULT Weekly recall report
Read the steps as a list
  1. Weekly recall run
  2. List patients past recall date with no booking
  3. Rank by clinical need and months overdue
  4. Office manager approves message batchThe agent waits here for your OK.
  5. Send reminders with open slots
  6. Did the patient book within 7 days?If not: send second reminder, then add to the call list. Back to step 5.
  7. Weekly recall report

How it decides

Patients are ranked by clinical need first, then months overdue. Contact moves from message to second message to phone list.

  • Clinical-need patients are contacted first
  • Max three contacts per patient per quarter
  • Patients who opt out are never messaged

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Contact channels and timing
  • Number of reminders
  • Clinical priority flags
  • Message templates

What keeps you in control

It always asks you first

  • Message templates and batches
  • Removing a patient from recall

Hard limits

  • Respect messaging consent
  • No clinical advice in reminders

It stops when

  • Done: all overdue patients contacted
  • Stop: patient opts out

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensOn the April 6 run the agent found 212 patients past their recall date with no booking. It ranked 18 with active gum disease first. The office manager approved the message batch and the agent sent texts with open slots. After 7 days the check showed 74 had booked. For the rest it went back and sent a second message by their preferred channel, email or phone call list. The weekly report showed 103 bookings.

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