Did you know that up to 25% of a clinic’s patient base can become inactive in any given year, significantly impacting revenue and patient care continuity? Research shows that reactivation campaigns can recapture 15–30% of these lost patients, leading to improved patient outcomes and a healthier bottom line for your practice.
By setting up a 3–6 Month Reactivation automation, you can:
Prompt Patients to Rebook
Ensure patients receive timely reminders about their health needs, reducing the chance they’ll forget important follow-up or routine visits.Increase Clinic Efficiency
Automating reminders frees up your staff’s time, allowing them to focus on delivering quality patient care rather than manual follow-ups.Maintain Steady Revenue
Filling appointment gaps helps bolster your clinic’s financial health and keeps your schedule consistently active.
Step 1: Compose Messages in “Message Templates”
1. Create an SMS Template
While we strongly recommend using Hyper-Recall for maximum engagement, you may also include a brief script for standard SMS if needed.
Hyper-Recall Guide:
Click the button below for detailed instructions on configuring Hyper-Recall.
Sample Script:
Hi [FirstName]! This is [Clinic Name].
We haven’t seen you in a while! Book your next visit here: [Booking Link] or call us at [Clinic Number].
2. Create an Email Template
Subject Line Suggestion:
“We Miss You at [ClinicName] – Schedule Your Next Visit”Email Body Example:
Hello [FirstName],
We noticed it’s been a few months since your last visit to [ClinicName]. We care about your health and want to ensure you stay on track with your wellness goals!
Click the BOOK HERE button below to book your next appointment, or give us a call at [Phone Number].
We’re looking forward to reconnecting with you soon!
Warm regards,
[ClinicName] Team
3. Create a Task for Staff Members
Task Name: “Reactivation Task”
Staff Instructions or Phone Call Script:
Sample Phone Script
“Hi [Patient Name], this is [Your Name] from [ClinicName]. We noticed it’s been about [X months] since your last visit, and we wanted to check in to see how you’re doing. Can I help schedule your next appointment or answer any questions you may have? We value your health and look forward to welcoming you back.”
Purpose:
Provide a personal touch.
Address any concerns.
Encourage patients to schedule their next appointment.
4. Configure Task Notifications
Choose Your Platform: Decide whether you’ll use Cliniq Apps’ Task Manager or integrate with a tool like Asana.
Priority Level: Determine how urgent these follow-ups should be (e.g., Low, Medium or High).
Assign Receiver: Decide who will handle these tasks (practitioner, admin staff, or specific team members).
Daily Task Limits: Set a cap on daily tasks to prevent staff overload.
Sender Number (Optional): If you have a dedicated SMS number, select it; otherwise, the system default applies.
Save Task Configuration: Click “Save” to finalize your task settings.
Step 2: Set Up the Automation
Navigate to Automations
In Cliniq Apps, go to Automations and click “Create New Automation.”
Name the Automation
Enter “Reactivation 3 to 6 months”.
Avoid using special characters in the name.
Organize by Category
Assign the unsubscription category such as “A” for Recall/Reactivation so it’s easy to manage later.
Define Automation Type
Select “Recall/Reactivation.”
Choose Recurring Time Automation
Recurring automation means patients will receive these notifications every time they meet the condition(s). For instance, they’ll get these prompts any time they fall into the 3–6 month inactive bracket.
Click “Continue” after choosing Recurring if that fits your clinic’s strategy.
Filter Settings
This step refines your audience to patients who have been inactive for at least 3 months but less than 6 months—and who have no future appointments scheduled.
Click “SELECT” and Choose “Patients with Appointments.”
Clinic Location:
Select the relevant location or All Locations if you want this automation to apply universally.
Configure the Appointment Filter for 3–6 Months Inactivity:
Click the green “and” button and choose “Their Appointment.”
Keep the "More Than” condition as is.
Change the time unit from minutes to months, and set it to 3 months.
Change “First Appointment” to “Last Appointment.”
This ensures you’re focusing on patients whose last appointment was more than 3 months ago.
Click the white “and” button and choose “appointment date.”
Set it to “appointment date is between 6 months ago and 3 months ago.”
This ensures the automation does not include anyone who has been inactive longer than 6 months. Now you’re specifically targeting those whose last appointment was at least 3 months ago but less than 6 months ago.
Have No Future Appointments:
Click the white “and” button and select “Have no future appointment”
This ensures that only patients without any upcoming bookings will enter the automation. If they’ve already scheduled another appointment, they won’t be added.
Step 3: Configure Communication Steps
Send an SMS
Click “then” → “Communicate with my patient or my team.”
Click “then” again and select “Communicate with patient.”
Choose “Send SMS” and select the SMS template you created in Step 1.
Delay: Set it to 1 hour after the patient joins the automation, so the patient promptly receives the first communication.
Send an Email
Click “then” → “Communicate with patient.”
Choose “Send Email” and select the Email template you created in Step 1.
Delay: Set it to 7 days after the SMS to allow time before the next follow-up.
Notify Team
Click “then” → “Communicate with my team.”
Add the task you created in Step 1.
Delay: 3 days after the email.
If the email goes out 7 days after the SMS, the team task is created at 10 days after the first SMS. This interval gives patients ample time to respond to the email before your team follows up personally.
Step 4: Finalize and Activate
Apply Changes
Click “Save Automation” to store your new automation settings.
Activate Automation
Click the PLAY (▶️) button to enable your “Reactivation 3 to 6 months” automation.
Once activated, your automation will send an SMS after 1 hour, followed by an email 7 days later, and then create a staff follow-up task 3 days after that email—making it 10 days from the first SMS. These carefully spaced messages gently remind patients of the importance of their next visit and prompt them to take action without feeling overwhelmed.
Benefits to Your Clinic and Patients:
Better Patient Care – Encourages patients to stay on top of their health and avoid lengthy gaps in care.
Improved Efficiency – Automated communications free staff from manual reminders, allowing more time for hands-on patient care.
Boosted Revenue – Timely prompts to return help reduce patient churn and maintain steady appointment volumes.
With Cliniq Apps, you can streamline and automate your 3–6 month reactivation strategy—ensuring patients receive the care they need while your clinic thrives. If you have any questions, feel free to reach out via Cliniq Apps Web Messenger.
Enjoy growing your practice with Cliniq Apps! 🚀
