dental_practice_recall_operations v1.0.0

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name: dental_practice_recall_operations description: "Run a dental practice recall system so chairs fill from patients already on the books: hygiene recall lists worked by due date and verified insurance timing, unscheduled treatment plans followed up in a set clinical order with the chart note attached, a written confirmation sequence, same day no-show recovery, and a monthly report counted in patients reactivated instead of calls made. Use when building or fixing a recall or recare system, working overdue hygiene or perio lists, following up unscheduled treatment, cutting no-shows, or reporting recall results."

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Dental Practice Recall Operations

Purpose

Fill the schedule from the patient base the practice already has. Practice management software sends reminders on a timer. It does not decide who gets worked first, what a caller says when a treatment plan has sat for four months, or whether a month of calling actually brought anyone back. Marketing buys new patients while the overdue list sits untouched, and new patients cost work the recall list does not: they have no chart, no trust, and no due date.

This skill ships the operating system between the software report and the booked chair: four separate lists with a work order for each, pre-appointment at checkout so the lists stop growing, treatment follow-up ordered by clinical need with the note attached, one confirmation sequence, same day recovery when an appointment breaks, and a monthly report that counts reactivated patients.

Two boundaries run through everything. The dentist sets each patient recall interval and each treatment priority, based on that patient oral health status and history. Staff work the order the chart gives them, they do not set it. And every contact stays inside the privacy floor in references/scripts-and-privacy.md: the HIPAA Privacy Rule requires reasonable efforts to limit health information to the minimum necessary for the purpose, so voicemail and text never carry a diagnosis, a treatment name, or a fee.

Workflow

1. Stop the leak at checkout first

Recall works twice as hard when every hygiene patient leaves unbooked. The ADA recare guidance calls pre-appointing hygiene patients at the end of their current appointment a very efficient and productive strategy, and notes that a patient whose next visit is not on a calendar is likely to put it off indefinitely.

• At the end of every hygiene visit, book the next visit before the patient leaves, at the interval the dentist or hygienist set for that patient and recorded in the chart. If the patient will not book, record that, record the preferred contact method, and place the patient on the due soon list with a contact date.
• Record at that same moment: preferred contact method and consent for it, any time of day or clinician request, and any note that affects the next booking.
• Count the checkout leak weekly: patients who completed hygiene and left with no next appointment. Report it in the monthly review. A rising leak is a checkout problem, and no amount of recall calling fixes a checkout problem at a fair cost.
• Give post-treatment patients the same close. Written post-procedure instructions where the treatment calls for them, and a follow-up call after extensive work. The ADA post treatment guidance notes patients who had extensive work appreciate that call, and a patient who felt looked after books the next step more readily than one who heard nothing.

2. Build the four lists, then work them in order

Build the lists from references/recall-list-build.md. Four lists, never one merged pile: hygiene due and overdue, unscheduled treatment, due soon and pre-appointment gaps, and broken appointment recovery.

• Pull the hygiene list from the practice software monthly report of overdue patients, the method the ADA recare guidance recommends, with a named team member designated to contact them.
• Work hygiene in this order: dentist or hygienist clinical flag first, perio maintenance past due by days overdue, other overdue hygiene oldest first, then due in the next 30 days by due date. Score a borderline row with the tool if the order is unclear, and remember the flag outranks the score:

python3 scripts/recall_ops.py priority --days-overdue 95 --clinical-flag --accepted-unscheduled

priority_score: 11

priority_band: work_first

• Check insurance timing before the call, as a check and not as the due date. The due date is the clinical interval in the chart. Note the plan on file, any frequency limit the check showed for that visit type, and the date of the check. Plans differ, so a limit from one patient plan says nothing about the next patient. Never promise coverage on a recall call.
• Work every row to a coded outcome before moving to the next row: booked, declined with reason, asked for a later contact date, wrong number, no answer after the attempt cap your practice set, or excluded with reason. Set the attempt cap in writing, vary the day and time of attempts, and stop at the cap. A patient who asked for no recall contact comes off the list that day.
• Keep the lists inside practice systems. Role based access only, no patient names on paper that leaves the office, and no list sent to a personal account.

3. Follow up unscheduled treatment in clinical order

A treatment plan in a chart is a clinical recommendation, not a sales lead. Work it in the order the chart sets, with the note attached to every row.

• Work order: pain, infection, or a progressing condition flagged by the dentist first. Then accepted and signed plans never scheduled, oldest first. Then presented plans where the chart says time matters. Then all other presented plans, oldest first. Fee size never moves a plan up the list.
• Attach to each row before any call: the diagnosis in the dentist plain words, the chart note on why it matters and what waiting risks, the signed or unsigned status, the fee estimate and its date, and preauthorization status if one was sent. A caller without the note can only say you have treatment outstanding, which gives the patient nothing to act on and puts words in the dentist mouth if the caller guesses.
• Use the call structure in references/scripts-and-privacy.md. If the patient reports changed symptoms, stop booking and route to the clinical team the same day. Booking staff do not assess symptoms.
• Book the next step the plan names. For more extensive treatment, the ADA accepted treatment guidance says ideally the patient returns within one week for an appointment to discuss treatment options, because a patient who made that first appointment is more likely to proceed.
• Handle money in the right place. A signed plan shows the patient understood the recommendation, it does not obligate them to proceed. Financial detail gets discussed in private by the treatment or financial coordinator, not in the chair and not negotiated on a recall call.
• Code every plan: booked, declined with reason in the patient words, deferred with a contact date the patient chose, needs clinical answer first with the question recorded and routed, or no answer after the cap. A plan coded needs clinical answer and never routed is a system failure, and the monthly review hunts for exactly that code.

4. Run one confirmation sequence for every appointment

Reminders alone do not hold a schedule. One written sequence, applied the same way to every patient, does more: it catches the patient who never saw the first message, and it turns an unconfirmed slot into a decision before the day arrives. The sequence, scripts, and privacy floor are in references/scripts-and-privacy.md.

• At booking, confirm date, time, and provider out loud, and record the reminder method the patient agreed to.
• Send the first reminder at the practice set interval before the visit, through the recorded method, and ask for a reply that confirms.
• If there is no reply, make one more touch on a different agreed method, closer to the visit.
• On the morning of the visit day, in the huddle, give every unconfirmed appointment a named owner and a direct call attempt that day. For an unconfirmed long appointment, name a fill candidate from the due soon list and hold that candidate until the cutoff in the written practice policy.
• Code the result per appointment: confirmed, confirmed after second touch, rescheduled, cancelled with reason, unconfirmed and arrived, or unconfirmed and no-show. The code is what makes next month confirmation report possible.

5. Recover broken appointments the same day

A no-show recovered the same day is a schedule problem solved. The same patient called three weeks later is a reactivation problem, and a harder one.

• Contact the patient the same day, once the practice late arrival window has passed. Use the short script in references/scripts-and-privacy.md: no blame, two real openings, a clear choice.
• If the contact lands on voicemail, leave only the privacy floor message, then code the row for one more attempt on a different day and time. Do not stack repeat attempts on the same afternoon.
• Record the reason in the patient words when one is given. Reason tallies are the diagnostic: long lead times, a time of day that never works, cost worry, and simple forgetting each need a different fix, and none of them is more reminders for everyone.
• Fill the freed slot from the due soon list and the broken appointment list of other patients who asked for an earlier opening. Record whether the slot was refilled. A recovery system that books the patient back but leaves today chair empty has done half the job.
• Apply the written broken appointment policy the same way to every patient, including any move to same day only booking for repeat breaks, and tell the patient plainly if their status changes. Record that they were told.
• A rebooked patient goes through the full confirmation sequence from step 4. Skipping it is how one broken slot becomes two.

6. Report the month in patients, not in calls

Close the month with the report in references/monthly-report.md. The report exists to answer three questions: how many patients came back, which list produced them, and what is still sitting open and why.

Worked month, from an illustrative practice example in the reference file:

python3 scripts/recall_ops.py month --worked 280 --reached 154 --booked 98 --kept 84

reactivation_rate_pct: 35.0

kept_rate_of_booked_pct: 85.71

still_overdue_after_month: 182

python3 scripts/recall_ops.py treatment --plans 85 --booked 31 --booked-fees 21700

treatment_booking_rate_pct: 36.47

plans_still_open: 54

python3 scripts/recall_ops.py confirm --confirmed 412 --unconfirmed 38 --no-shows 14

confirmation_rate_pct: 91.56

no_show_rate_of_checked_pct: 3.11

Read the worked month the way the review should. Of 280 overdue hygiene patients worked to a coded outcome, 98 booked and 84 kept, so the month reactivated 98 patients and 182 worked rows closed without a booking, each carrying a reason or a next contact date. Of 85 unscheduled plans worked in clinical order, 31 booked and 54 stayed open, and the open 54 get aged and reviewed, not quietly dropped. Confirmation covered 412 of 450 checked appointments, and 14 no-shows still happened, which is where step 5 recovery and the reason tally earn their place.

In the monthly review:

• Report hygiene, perio, broken appointment recovery, and treatment as separate lines. A good total that hides a dead list is a bad report.
• Tally the no booking reasons. Fix the largest reason first, and name the fix, its owner, and its check date.
• Report rows pulled, rows worked, and rows never touched as three numbers. Never touched rows are a list size or staffing decision to make on purpose.
• Age every open treatment plan, and give any plan carrying a dentist clinical flag a named next step before the meeting ends.
• Report the checkout leak count from step 1 next to the reactivation count. Reactivating 98 while leaking 120 at checkout is a losing month, and the report should say so in those terms.

Output Contract

For a practice setting up the system, deliver:

• A checkout close checklist: next visit booked or coded reason, contact method and consent recorded, and the weekly checkout leak count method.
• The four recall lists with fields, work order, exclusion codes, and outcome codes, built from references/recall-list-build.md, plus the named owner for each list.
• A treatment follow-up pack: the work order, the note attachment standard for each row, the call structure, and the routing rule for changed symptoms and clinical questions.
• A written confirmation sequence and broken appointment policy, with the privacy floor applied to every script and message.
• A monthly report using the definitions in references/monthly-report.md, with hygiene, perio, recovery, and treatment as separate lines, reason tallies, list debt, and the checkout leak count.

For a running system, the standing outputs are the weekly checkout leak count, the coded list outcomes as rows are worked, the daily unconfirmed appointment list from the huddle, and the monthly report with its review notes. If the monthly report stops, the practice is dialing on memory and cannot tell a good month from a busy one.

Operating Rules

• Never set or change a recall interval or a treatment priority from the front desk. The dentist sets both in the chart. Staff work the order, and any disagreement with the order goes back to the dentist, not into the list.
• Never put a diagnosis, treatment name, procedure, or fee in a voicemail, a text, or a message left with another person. Identity first, clinical detail only with the patient or an authorized contact.
• Never promise insurance coverage on a recall call. State what a dated benefits check showed for that patient plan, offer to verify again before the visit, and record the check date on the row.
• Never work the treatment list by fee size, and never pressure a patient who declined. Record the decline and the reason, offer a patient chosen contact date or none, and honor it.
• Never count a call, a dial, or a message sent as a result. Results are patients reached, booked, and kept, and plans booked or coded with a next step.
• Never keep calling past the practice attempt cap or after a patient asked for no recall contact. Remove the row, record the request, and let the monthly list pull respect it.
• Never let a coded clinical question sit unrouted. Changed symptoms and clinical questions go to the clinical team the same day, with the patient told who will contact them and when.
• This skill is operating method, not clinical or legal advice. Recall intervals, treatment recommendations, and privacy and consent duties in the state of the practice come from the dentist, the practice compliance policies, and the law that applies there. Where this skill and those sources disagree, those sources govern and the skill gets corrected.