Dental Recall Management Service
Your overdue hygiene patients didn't leave. Nobody called them.
Hygiene is the heartbeat of your clinic, and recall is the first thing a busy day drops. We contact your overdue hygiene patients consistently, professionally, and at the hours they answer, with dental professionals calling under your clinic's number and logging everything in your software.
Mint Ops recall management has dental professionals call your overdue hygiene patients under your clinic's number and book them into your software, from $1,800 a month on a six-month commitment.
The problem
The chairs are full. The hygiene schedule isn't.
A clinic can look busy and still be losing hygiene production. The chairs are occupied, the day runs long, the team goes home tired, and three months of overdue patients sit in a report nobody has time to open. Nothing about a full day tells you what isn't on the schedule.
Most of those patients still consider your clinic their clinic. They didn't compare providers or move across town. They got busy, missed a reminder, meant to call back, and then the appointment stopped being something on their mind. Recall is a contact problem, and contact is what a front desk runs out of first.
Outbound calling doesn't survive a busy clinic. It needs time your team doesn't have, consistency nobody can hold alongside the phones and the walk-ins and the billing questions, and a willingness to call in the evenings and on weekends, when patients are home and able to answer. Every clinic knows the list needs working. Very few clinics can work it.
Hygiene is the relationship that carries the diagnosis, the treatment plan, and the next five years of that patient's care. When recall slips, everything downstream feels it.
In plain terms
What recall management is.
Your practice management software already knows who is overdue for hygiene: every patient whose recall date passed without a booking. That list is hygiene production sitting untouched in your own system. Recall management is the work of contacting that list, consistently, until the people on it are back on the schedule.
The automated layer (texts, emails, postcards) catches the patients who were going to rebook anyway. The overdue list is what's left after automation has done its job: patients who ignored the reminders. Reaching them takes a conversation with someone who can answer real questions, such as what the visit involves and what insurance covers. It also takes calling at the times those patients answer, which is learned by trying, tracking, and adjusting.
What makes it work is the part clinics can't sustain in-house: cadence. The list has to be worked every week, on a schedule that doesn't depend on the front desk finding a spare hour, with each attempt logged in your software, callbacks landing at your clinic, and results measured in one number: overdue patients back in hygiene chairs. Done at that rhythm, recall compounds month after month. Done in bursts, it barely dents the list.
Any clinic could run this. What stops most clinics is that someone has to make the calls every week, in the gaps between everything else. That is the part we take.
The service
Someone works the list. Every week.
We take your overdue hygiene list and contact it on a schedule: during the day, in the evenings, on weekends and on holidays. The outbound contact continues every week, whether or not your clinic is having a busy month. That consistency is what makes it work.
Your clinic's number appears on every call, and every callback reaches your team. As far as your patients are concerned, they heard from you. Appointments are booked directly into your practice management software (MaxiDent, Dentrix, ClearDent, Curve, ABELDent, Tracker, and other major Canadian platforms), and every call is logged in the patient record, so your team always knows who was reached, who wasn't, and what was said.
The people making these calls are dental professionals with a minimum of ten years of clinic experience. That matters on a recall call more than it sounds like it should: a patient who has been away for eighteen months usually has a reason, and frequently a question. Someone who has worked a front desk can answer it and book the appointment in the same conversation.
This is one of five Remote Administration services. It runs alone, or alongside treatment follow-up, insurance verification, payment reconciliation, and patient accounts receivable, with the same team representing your clinic across all of them.
What your team gets
- Overdue hygiene patients contacted on a consistent schedule
- Calls placed evenings, weekends and holidays, when patients answer
- Appointments booked directly into your practice management software
- Every call logged in the patient record, visible to your team
- Wrong numbers, duplicate records and stale contact details corrected as we work the list
- A monthly report covering call activity, bookings, and outcomes
The list is worked weekly. How far back it reaches is set with you.
10x
We guarantee a 10x return on hygiene recall.
On hygiene recall specifically, we stand behind a 10x return on what you pay us. The production that comes back through re-engaged hygiene patients will return ten times your monthly investment with us.
We're specific about where this guarantee applies and where it doesn't. Treatment management outcomes vary by treatment type and by what your team has already pursued in-house. Insurance and accounts receivable work produces measurable results, but the variables are different. Hygiene recall is where the math is clearest, and where we're confident enough to put a number on it.
This is not a promotional claim. It is the basis on which we ask you to evaluate us.
10x ROI guarantee applies to hygiene recall only.
Questions
Asked before you ask.
How far back do you go through our overdue list?
We align on that during onboarding, because the answer depends on your clinic. Some practices want everyone past due contacted; others start with the most recent twelve or eighteen months and work backward. We scope it to what your schedule can absorb, so we don't book patients into hygiene time that doesn't exist.
What does the 10x ROI guarantee cover?
Hygiene recall, specifically, and nothing else. The production that comes back through re-engaged hygiene patients will be ten times what you pay us. We're deliberate about that boundary because treatment, insurance, and receivables work carries variables we won't put a number on.
When will we see results?
The first month is a learning period. We build your clinic manual, train the team on it, then call across different days and times to find where your patients answer. By month two we're calling in those windows. By month three, results are steady enough to plan around.
Will patients know the call didn't come from our office?
No. Your clinic's number appears on every call, and callbacks reach your team directly. Before we call, your clinic completes a number verification that formally authorizes us to display it: a CRTC requirement, and the reason this is legitimate rather than spoofing. We walk you through it during onboarding.
Who is making these calls?
Dental professionals with a minimum of ten years inside dental clinics. When a patient asks what the visit involves, or what their insurance will cover on a recare appointment, the person on the phone has answered that question thousands of times before.
Doesn't our recall software already do this?
Automated reminders reach patients who were already going to book. The overdue list is what's left after those reminders have run: patients who ignored the email, the text, and the postcard. Reaching them takes a conversation with a person, at a time they're available to have one.
Can we run recall on its own?
Yes. Recall is one of five Remote Administration services and many clinics start here, because it's where the return is most measurable. Adding treatment follow-up, verification, reconciliation, or receivables later means the same team, already familiar with your clinic, taking on more of the outbound work.
Pricing
What recall management costs.
Recall management starts at $1,800 a month on a six-month commitment. Where your clinic lands above that depends on the size of the list we are working and whether this service runs on its own or alongside the others.
Month one is setup and learning when your patients answer. By month three, results are steady enough to plan around. Six months is long enough for the months after that to compound. After six months it continues month to month, and either side can end it with 30 days’ written notice. You get your number in the first conversation, before anything is signed.
Get started
It all starts with a conversation.
Tell us about your clinic: your software, your patient base, and how far behind recall has gotten. We'll tell you what we'd recommend, whether that's recall alone or alongside other services, and what it would cost.