Empty slots refilled, without the phone calls.
Patients who miss a visit or are past due for recall get a text to rebook, replies are sorted for your front desk, and a cancelled slot is offered to the patients waiting for one.
- One-time build
- $3,500
- Live in
- 3 weeks*
- Your time
- About 4.5 hours
- After launch
- We keep it running
- Runs on FlowRunner
- $45/month**
* The timeline may need to be adjusted depending on the requirements we receive.
** FlowRunner pricing varies with the volume of calls and messages.
What you get
-
No-shows texted to rebook
Within the time you set, in wording you approve.
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Recalls that keep going
Overdue patients get a text, a second text, then an email.
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Open slots refilled
A cancelled slot is offered to your ASAP list, and the first yes is held for your front desk.
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Replies routed
Wants to book, has a question, not now, or stop, each handled the right way.
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A weekly summary
Who was contacted, who booked, and who needs a call.
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HIPAA from day one
A business associate agreement, and your workspace set up for patient data first.
How it runs
One real example, start to finish.
- Runs on its own
- A person on your team decides
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Missed visit followed up
Two hours after a missed visit, the patient gets a text to rebook.
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Reply sorted
Their reply is read and sorted. This one wants to book.
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Front desk confirms
A person decidesYour front desk picks the slot and confirms with one tap.
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Open slot filled
A cancellation is offered to your ASAP list. The first yes is held.
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Clinical question routed
A person decidesA question about symptoms is never answered by text. Your front desk calls back.
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Weekly summary
On Friday, your office manager sees who booked and who needs a call.
What changes for your team
Your front desk stops working through the no-show list and the overdue-recall report between check-ins, and stops leaving voicemails nobody returns.
The first contact goes out on time, every time, and the front desk's part becomes confirming bookings and calling the patients who need a person.
Cancelled slots stop going empty for lack of someone free to phone the waiting list. The office manager decides how repeat no-shows are handled, case by case, instead of finding out at the end of the month.
You may already pay for this through a recall service, front desk overtime, or chairs that sit empty. This puts the routine contact on autopilot and leaves your team the conversations. Fast, automatic follow-up is what tripled bookings for EZ Flow Plumbing: every inquiry got an immediate reply, and booking conversion went from 25% to 75% (read the case study).
You stay in charge.
The routine runs on its own. At these moments it stops, asks a person, and waits for the answer.
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A patient replies with a question about symptoms, treatment, or a bill.
Text to your front desk lead, who calls the patient back
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A patient accepts an open slot or asks for a specific time.
Slack message to your front desk with a confirm button, or an email where Slack is not used
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A patient has missed more visits than the limit you set.
Email to your office manager, who decides whether to rebook or apply your missed-appointment policy
You set the rules, and can change them any time
- Who is contacted. Which appointment types count, how soon after a no-show the text goes out, and your recall intervals.
- The sequence. How many messages, by text or email, how far apart, and when it stops.
- The wording. Every text and email, approved by you. By default, nothing clinical.
- The ASAP list. Who is on it, how a slot is offered, and how long an offer stays open.
- What needs confirmation. By default, every booking waits for your front desk. You can relax that for appointment types you choose.
- The no-show limit. How many missed visits before the office manager is asked what to do.
- Quiet hours. When texts may go out, so nobody gets one at 10 p.m.
Your part is small.
4.5 hours
of your team's time
3 weeks*
to live
* The timeline may need to be adjusted depending on the requirements we receive.
Project start
Monday, November 2
Going live
Monday, November 23*
An estimate, if we start next Monday.
Want to start Monday, November 2?
Book a callWhat can move the date
- Patient text consent that is not recorded in one place yet.
- Business associate agreements with your texting, email, or AI provider that are not in place yet.
- Your team's time to review the test run and approve go-live.
Works with what you already use
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Your practice management system
(Open Dental, Dentrix, Eaglesoft, or your specialty system). Spots no-shows, cancellations, and overdue recalls, and puts confirmed bookings on the schedule.
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Text messages
(Twilio, or RingCentral if you already use it). Rebooking and recall texts to patients, their replies, and alerts to your front desk lead.
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Your AI provider
Reads each patient reply and sorts it, on your own account.
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Slack
The one-tap confirm for your front desk.
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Email
(Gmail or Outlook). Recall emails, questions for the office manager, and the weekly summary.
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Your FlowRunner workspace
Set up for patient data, with per-person permissions for your team.
The details
Included
- No-shows, same-day cancellations, and patients past due for recall picked up from your schedule as they happen.
- A rebooking text to each no-show patient within the time you set, and a recall sequence for overdue patients (for example, a text, a second text, then an email), in wording you approve.
- Replies read and sorted into wants to book, has a question, not now, and stop, with opt-outs recorded and honored from then on.
- Cancelled slots offered by text to patients on your ASAP list, with the first patient who accepts held for your front desk to confirm.
- Confirmed bookings written straight to your schedule, and a confirmation text to the patient.
- A weekly summary of who was contacted, who booked, who opted out, and who needs a call.
- A business associate agreement with Midnight Flow, and your FlowRunner workspace set up for patient data, before any patient is contacted.
- A test run on past no-shows and recalls before go-live, and a walkthrough for your team.
Not included
- Answering clinical questions. A patient who asks one is routed to your team, and the automation does not reply to it.
- Marketing campaigns, or texts to patients who have not agreed to receive them.
- Changes to your practice management settings, appointment types, or provider schedules.
- Collecting balances or enforcing a missed-appointment fee.
- Your FlowRunner subscription and AI model usage, which are billed separately.
- Ongoing changes after launch, which are covered by the care plan or priced per change.
After launch, we keep it running.
On our care plan
We monitor it, fix it, and make your changes, with a named contact. Your team does nothing.
$300 a month, unlimited changes, cancel any month
Or run it yourselves
We hand it over and train your team on what it does and what to do if something looks off.
Changes later: $75 an hour
It keeps running. Your automation lives in a FlowRunner account in your business's name, so it never depends on us, and we hand everything over to you or whoever you choose.
$3,500
One-time build. Live in 3 weeks*. We keep it running.
* The timeline may need to be adjusted depending on the requirements we receive.
Our price covers the build: setup in your accounts, tuning on your own past data, and training your team. FlowRunner runs it from there. How we work
Extras that apply: your FlowRunner subscription, $45/month**, billed by FlowRunner, and your AI model usage, billed by your AI provider. Neither is included in our price. We set both accounts up for you. See FlowRunner pricing. ** FlowRunner pricing varies with the volume of calls and messages.
Frequently asked questions
What do the texts say?
What you approve at setup. By default they name your practice, say a visit was missed or is due, and give a way to book. They carry no clinical detail.
Can a patient book a slot without anyone checking?
Not by default. A patient can accept a slot by text, and your front desk confirms it before it is final. You can loosen that later for appointment types you are comfortable with.
What if a patient texts STOP?
The opt-out is recorded and that patient gets no more texts from this automation. Your front desk sees it in the weekly summary.