Patient Reactivation and Treatment Follow-Up

Dental Patient Reactivation Software

Clincy is being built to help dental practices reconnect with patients who have stopped booking, using AI calls and texts. The aim is to turn an approved outreach list into conversations your team can act on, with clear stops and a path to a person. Clincy is at the pre-launch and pilot stage: confirm the available workflow, Open Dental connection, and scheduling behavior on a call before planning a rollout.

Who belongs in a reactivation campaign?

Start with existing patients who have fallen outside the practice's normal recall process and have no future appointment. Agree with your team what counts as overdue; a single time interval will not fit every recall plan. Review patient preferences, previous outreach, and whether the person still receives care at your practice before adding them to a campaign.

Keep routine recall reminders and unscheduled treatment follow-up separate. A patient due for a planned hygiene visit needs a different conversation from someone who has not visited for years or who has questions about a treatment plan. Distinct lists make the message more relevant and the results easier to interpret.

The workflow to evaluate with Clincy

A pilot should demonstrate the complete journey with your practice's rules. These are the acceptance steps to review with us, rather than a promise that every step is available in every deployment.

Approve the patient cohort and exclusions with a named member of the front office team.
Choose the permitted channel and review the message that identifies your practice and asks about arranging a visit.
Agree how replies become a scheduling request, a callback, or a staff question, and which steps require confirmation.
Verify how an appointment booked through any channel removes the patient from further outreach.
Confirm where contact attempts and outcomes appear in Open Dental and what remains manual.
Review non-responders, requests to stop, wrong numbers, and unresolved questions before considering another campaign.

What your team still owns

Your practice decides who should be contacted, which appointment types to offer, and how to handle exceptions. Questions about symptoms, treatment choices, fees, or coverage need the appropriate staff member. An outreach conversation should not turn into automated clinical advice or an unsupported insurance promise.

Assign an owner to the reply queue before starting. Agree when it is monitored and how patients can reach a person. A campaign that produces replies without a staffed next step creates work and frustration instead of appointments. Review stopping rules explicitly; silence is not a reason to keep contacting someone indefinitely.

Open Dental fit and pilot scope

Open Dental is Clincy's initial PMS focus. A useful demo should show your intended patient selection, how scheduling requests are handled, and where staff can see outcomes. Ask which reads and writes are supported in the proposed pilot, which need staff action, and how conflicting updates are resolved.

Other PMS integrations are planned. If your practice uses Dentrix, Eaglesoft, Curve Dental, Denticon, or CareStack, confirm availability before investing time in setup. An integration logo is not evidence that a particular workflow can run against your patient records.

Measure completed visits, not just replies

Record the number of eligible patients before outreach starts, then track contacted patients, replies, bookings, attended visits, and staff time. Count unique patients so a call followed by a text does not become two successes. Record appointments that would have happened without the campaign where you can identify them.

A booked appointment is not collected revenue. Report scheduled treatment value, completed care, and actual collections separately. For a useful comparison, use a similar cohort or a clearly documented previous workflow, and note differences in staffing and appointment availability.

Pricing and a useful first conversation

Clincy does not publish a fixed price. Bring your PMS, approximate eligible patient count, current follow-up process, and the appointment capacity you want to fill. Ask for the pilot scope, setup responsibilities, usage charges, ongoing price, and exit process in writing. If your team already works a small list reliably, improving that process may be enough.

Frequently asked questions

Is Clincy generally available?

Clincy is pre-launch and being evaluated through pilot conversations. Confirm your practice's eligibility and the exact capabilities included before committing to a launch date.

Will Clincy book directly into my schedule?

Confirm scheduling behavior in your demo. A patient requesting a time and a confirmed appointment are different outcomes; the pilot should state who approves the booking and how the record is updated.

Can we start without replacing our recall process?

Yes, you can scope an evaluation around a separately approved reactivation cohort. First define exclusions so patients do not receive overlapping outreach from your recall tools and the pilot.

Bring your current reactivation workflow to a Clincy call. We will discuss an Open Dental pilot, available capabilities, and the results worth measuring.

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