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Lead Notifi · Dental Clinics
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6-Month Recall Reminder Bot for Dental Clinics

Six months after a cleaning, the bot checks in automatically — "book now," "remind me later," or "not now" each lead somewhere genuinely different, so the clinic keeps recall patients coming back without a single manual follow-up call.

Option 1

Build it as a Manual Bot

A TemplateTrigger fires automatically off the CRM's last-cleaning date, then a three-way Quick Reply split routes patients into direct booking, a timed second nudge, or a soft decline capture — all three reconverge at tagging and a closing message.

1.LogicTrigger6 months after the last cleaning appointment (CRM date field)
2.CommunicationQuick Reply — branches into 3 paths: Book Now / Remind Me Later / Not Now
3.LogicSet Tagrecall-followup-done
4.CommunicationQuick Reply

START

Trigger

Fires On (Required)

6 months after the last cleaning appointment (CRM date field)

61/200

Quick Reply

Header (Optional)

Image

OR

Paste image URL…

Body Text (Required)

Time for your 6-month cleaning! Would you like to book?

55/1024

Buttons (Max 3)

Book Now

8/20

Remind Me Later

15/20

Not Now

7/20

IF BOOK NOW

Date Input

Prompt (Required)

Preferred date? (DD/MM)

23/1024

Time Input

Prompt (Required)

Preferred time slot?

20/1024

IF REMIND ME LATER

Wait

Wait Duration (Required)

2 weeks

7/60

Template

Template Name (Required)

recall_second_nudge

19/100

IF NOT NOW

Text Input

Prompt (Required)

No worries — mind sharing why? It helps us serve you better.

60/1024

Set Tag

Tag (Required)

declined-recall

15/60

Set Tag

Tag (Required)

recall-followup-done

20/60

Quick Reply

Header (Optional)

Image

OR

Paste image URL…

Body Text (Required)

Thanks for letting us know! Take care of those teeth. 🦷

56/1024

Advanced settings

Option 2

Build it as an AI Agent Bot

The assistant reads hesitation directly from how a patient responds and can work through a scheduling conflict in the same conversation, rather than a patient just tapping "Not Now" and disappearing.

D

Dental Clinics

Online
Hi Fatima! It's been 6 months since your last cleaning — time for your next one. Want to book?10:00 AM
oh is it that time already, been busy lately10:00 AM
Totally understandable — would a quick 20-minute slot work better than the usual 45-minute one, or would you rather wait a bit?10:00 AM
a quick slot could work actually10:00 AM

Unlike the manual bot above, this isn't one node in a flow — it's a separate AI assistant mode that takes over the entire conversation and replies in natural language until it's switched off.

Which fits this use case?

Manual bot: consistent, low-cost recall outreach across every overdue patient, but "Not Now" ends the conversation with just one soft feedback question — a hesitant patient who might book given a smaller ask (like a quick-clean option) never gets offered one.
AI agent: negotiates around real objections (time, budget) with alternatives like an express cleaning slot, and can add a second family member on the spot — closer to how a front desk conversation actually goes.
Best fit here: manual bot for scaling recall reminders across the entire patient base at near-zero cost; AI agent for patients who've already declined once, where a more flexible offer might actually convert them.

Frequently asked questions

How does the clinic know when a patient is due for a recall?+
A TemplateTrigger fires a fixed time (6 months here) after the last cleaning date stored in the CRM, so only patients who are actually due receive the reminder.
What happens if a patient keeps saying "Remind Me Later"?+
The Wait node's duration and the nudge template can be chained into a short sequence (e.g. 2 weeks, then another 2 weeks) rather than nudging indefinitely — most clinics cap this at 2-3 nudges.
Does declining the recall reminder remove a patient from future ones?+
No — a "Not Now" response is tagged declined-recall for this cycle only; the next 6-month cycle will trigger the reminder again unless the clinic explicitly opts them out.
Can the AI agent version offer alternatives a fixed flow can't?+
Yes — as shown above, it can offer a shorter/cheaper appointment option based on the patient's own visit history, which a fixed three-button flow has no way to surface.

Build this bot for your business

Set up either version — manual flow or AI agent — in minutes, on WhatsApp, Instagram or Messenger.

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