Skip to content

Recall and Recare Reminder Runner

Example prompt: "Every Monday, find every patient in our Google Sheet whose recall is due in the next 28 days and draft a warm personalised reminder email for reception to review and send."

The Problem

Recall is where private clinics quietly lose patients. The dental six-month checkup, the vet's annual booster, the 24-month eye exam, the physio review at the end of a treatment block — these recur on a schedule but no one is paid to chase them. Reception means to send the reminders but the day-to-day fills up first. Six months becomes nine, the patient forgets, they end up at the practice down the road when something hurts, and the lifetime value of that patient walks out the door. The clinics that hold their patient list are the ones that consistently and warmly say "it has been six months, here are two slots, shall we book you in?" — but that warmth at scale is what burns out a one- or two-person front desk.

How GloriaMundo Solves It

We build a workflow that runs every Monday morning before the practice opens. An integration step reads the 'Patients' tab of the practice Google Sheet and filters to anyone whose next recall is due within 28 days and whose recall_status is empty or 'Pending'. For each match, the workflow checks the preferred clinician's Google Calendar for the next two suitable openings and an LLM step composes a warm reminder email in the practice's voice — referencing how long it has been, the recall in plain language, and the two suggested slots. Every email lands as a Gmail draft. A single consolidated Slack message in #front-desk gives reception the count by clinician and a link to the 'Recall Drafts' tab; from there reception opens each draft, checks the patient context for anything the workflow cannot see (a recent complaint, a bereavement, a deposit flag), and sends. Patients without email get a 'Phone call needed' row with the slots and the phone number so the same list drives the phone-call workflow too. Glass Box preview shows every drafted email, the slots picked, and the conditional logic before anything is queued.

Example Workflow Steps

  1. Trigger (integration): Every Monday at 7am local time.
  2. Step 1 (integration): Read the 'Patients' tab and filter to rows where next_recall_due is within 28 days and recall_status is empty or 'Pending'.
  3. Step 2 (integration): For each matched patient, read the preferred clinician's Google Calendar and pick the two earliest weekday business-hour slots that match the recall_type's typical duration from the 'Procedures' tab.
  4. Step 3 (llm): Compose a warm personalised Gmail in our voice referencing how long it has been since the last visit, the recall in plain language, and the two suggested slots.
  5. Step 4 (integration): Save each composed message as a Gmail draft.
  6. Step 5 (integration): Update the patient row to recall_status = 'Draft awaiting send' and append a row to the 'Recall Drafts' tab with the patient code, the recall_type, the clinician, the two slots, the Gmail draft link, and today's date.
  7. Step 6 (conditional): For patients without an email address, append a 'Phone call needed' row instead with the phone number and the two suggested slots.
  8. Step 7 (integration): Post one consolidated message in #front-desk on Slack with the count of drafts by clinician and a link to the 'Recall Drafts' tab.

Integrations Used

  • Google Sheets — the 'Patients' tab for the recall date and recall_type, the 'Procedures' tab for typical durations, and the 'Recall Drafts' tab for the audit log
  • Google Calendar — read each clinician's diary to pick two real openings the patient can actually book
  • Gmail — draft every reminder; nothing auto-sends
  • Slack — one consolidated #front-desk message a week so reception sees the queue length and works through the drafts

Who This Is For

Private dental, optometry, vet, physio, and small private GP practices with a recurring recall cadence, a recallable patient list of 500 to 5,000, and one or two people on the front desk doing reminders by hand. Works especially well for dental and optometry where the six- and 24-month recurrence is well understood and the patient expects the practice to be the one that initiates.

Time & Cost Saved

A two-clinician practice with 1,500 active patients typically has 60 to 100 recalls due each month. Reception drafting these by hand at three to four minutes each is three to five hours of admin a week — and the realistic completion rate is more like one in three because the urgent calls take priority. This workflow drafts the lot before the practice opens on Monday and reception sends through them at thirty seconds a draft, completing 100% of the list in under an hour. The bigger gain is the recovered patients: a consistent recall cadence typically lifts six-month return rates by 15-25 percentage points, which on a £150-average-visit practice is the workflow's annual cost paid back in the first month.

Notes on Auto-Send vs Drafts

The recall is a relationship touch — every recalled patient is someone the practice already knows, and the email needs the human's sense-check on context the workflow cannot see (a recent bereavement noted in the patient record, an open complaint, a billing dispute the patient is still smarting from). Every recall email lands as a Gmail draft for reception to read and send. The only auto-send in this category remains the appointment-reminder cadence, which is templated operational comms after a booking already exists.