For practices

Recall bookings without the chase.

Upload the recall list from your PMS and Helen, the built-in AI assistant, texts every patient due for a check-up from your practice’s dedicated number. Patients book by replying, automatic nudges follow up the ones who don’t, and your team sees every recall in one place.

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Smart Recalls is an add-on to Dental Suite or Patient Connect.

Smart Recalls dashboard showing total recalls, awaiting response, engaged and booked
Live demo

Test it yourself: from text to booked appointment, on your own phone

Use your own phone to experience the kind of personalised SMS conversation your patients receive, from first message through to a confirmed booking.

  • Feels like a real 1:1 conversation
  • Replies instantly, 24/7
  • Walk through a real conversation, start to finish

Send yourself a demo SMS

Enter your details and Helen will text your mobile.

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  • Uses a demo practice only
  • No real booking will be created
  • Easy to test internally with your team first
Australia’s largest healthcare network
ISO/IEC 27001 certified
Two-way SMS from a dedicated practice number
The recall challenge

Recalls are one of the most important sources of bookings. They’re also the first job pushed aside.

Your front desk works through recalls on top of phones, voicemails and everything else. When reception is busy, recalls wait and patients go without a booking.

Phone chasing is slow and inconsistent

Patients are harder to reach by phone than they used to be. Scam calls have eroded trust, and unknown numbers go unanswered.

One-way SMS gets ignored

One-way SMS and booking links are easy to ignore. Patients mean to book, then forget.

“Not ready yet” patients are lost

Patients who aren’t ready to book today are usually lost, because no one has the time to follow them up later.

No single view of progress

There’s no one place to see who has been contacted, who has replied and who has booked.

Smart Recalls suits practices whose recall process:

  • Relies heavily on manual work or one team member
  • Has limited visibility and reporting
  • Doesn’t consistently follow up unresponsive patients
  • Struggles to prioritise recalls
  • Leaves appointment capacity unfilled
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What’s different

A recall system that follows through, not just a text.

Smart Recalls manages each recall from first message to booked appointment, so fewer patients drop off along the way.

One-way recall SMS
Smart Recalls
How patients book
Click a link or call the practice
Reply in their own words and Helen books in the same thread
If there’s no reply
Someone has to remember to call
Automatic nudges, by default at 48 hours, 9 days and 30 days
If a patient isn’t ready to book
The conversation ends
Smart Follow-ups: Helen checks back at a time that suits the patient
If a patient has a question
They wait for a call back
The conversation is flagged and your team is emailed to step in
What your team sees
Messages sent
Every recall in one place: awaiting response, engaged and booked
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How it works

Most recall systems send a message. This one handles the back-and-forth to get patients booked.

Your team gets a clean overview of who replied, who booked, and where follow-up may still be needed.

Uploading and mapping a recall export in Healthengine, with Helen AI
01

Upload the recall list you already work from.

Bring in patients due for a check up from your PMS export, map the fields once, and preview the data before recall starts.

02

Let Helen handle the back-and-forth over SMS.

Patients get a natural conversation that feels one-to-one, while your team can still see context, intent, and where someone may need help to complete the booking.

Smart Recalls is an add-on to Dental Suite or Patient Connect.

Book a demoSend yourself a demo SMS
What patients see

Three ways a recall conversation can go. Helen handles each one.

Example conversations from a demo practice.

1Patient replies and books

Hi Sarah, this is Helen, City Dental’s digital assistant. You’re due for your regular check-up and clean. Want me to send a few available times?
Yes please
I have Tuesday at 10:30am or Thursday at 3:15pm with Dr Lee. Which suits you better?
Thursday works
You’re booked in for Thursday at 3:15pm with Dr Lee.
Booked

2Patient doesn’t reply

Hi Wendy, this is Helen, City Dental’s digital assistant. You’re due for your regular check-up and clean. Want me to send a few available times?
48 hours later
Hi Wendy, just checking if you saw my last message. If you’ve already booked, no problem. If not, would you like available times?
Oh yes, sorry. Next week if possible?
Engaged

3Patient isn’t ready yet

Hi Jake, this is Helen, City Dental’s digital assistant. You’re due for your regular check-up and clean. Are you available this Tuesday afternoon or Thursday or Friday morning, or is there a day and time that works better for you?
Not right now, very busy.
No problem. Would you like us to send you a reminder in a couple of months?
Yeh
Done, we’ll message you then.
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Who it helps

Built for everyone who touches recall.

Practice owners

You’ve already paid for these patients.

Bring overdue patients back before spending more to attract new ones, and see exactly who was contacted, who replied and who booked.

Practice managers

Recall that doesn’t depend on who’s rostered on.

The same follow-up runs every cycle, so recall is consistent, measurable and doesn’t rely on one person keeping it going.

Front desk

Fewer calls to patients who don’t pick up.

Helen handles routine outreach, so your time goes to the patients who need a conversation to book.

One place to manage every recall

  • See total recalls, awaiting response, engaged and booked at a glance
  • Check each patient’s status and last engagement
  • Mark a patient as booked if they booked another way, which stops further nudges
  • Close a conversation with a reason, such as wrong number or booked elsewhere, and reopen it later
  • View and cancel any scheduled Smart Follow-up
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I would make 30 phone calls a day to try and book these patients, now I give them to AI Helen. Some of the patients that have rebooked have not been to see us for over 1yr plus. I find patients respond to AI Helen rather well as the messages are polite and the system is upfront in saying it is AI from the start.

Alison Taylor

Practice Manager, East Melbourne Dental Group

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Get in Touch

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08 6205 3113
By submitting this form, you consent to Healthengine collecting and handling your personal information to contact you about our products and services and to send you marketing communications from Healthengine, including relevant offers and content from our selected partners. You can unsubscribe at any time. By submitting this form, you acknowledge that you have read our Privacy Policy, Collection Statement, and Terms of Use.

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