--- title: "No-shows and overdue recalls texted to rebook, open slots offered to your ASAP list" description: "A fixed-price automation for clinics and dental practices that texts no-show and overdue-recall patients to rebook, sorts their replies, and offers cancelled slots to your ASAP list." url: https://midnightflow.ai/packages/clinic-recall-no-show-recovery date_modified: 2026-10-27T15:15:30-07:00 --- [Healthcare intake teams](https://midnightflow.ai/for/healthcare-intake) # 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\*\* [Book a call](https://calendly.com/flowrunner/30min?utm_source=midnightflow.ai&utm_medium=site&utm_campaign=healthcare-intake&utm_content=clinic-recall-no-show-recovery.package-hero) See what you get \* 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. - ### Recalls that keep going Overdue patients get a text, a second text, then an email. - ### Open slots refilled A cancelled slot is offered to your ASAP list, and the first yes is held for your front desk. - ### Replies routed Wants to book, has a question, not now, or stop, each handled the right way. - ### A weekly summary Who was contacted, who booked, and who needs a call. - ### 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 1. Missed visit followed up Two hours after a missed visit, the patient gets a text to rebook. 2. Reply sorted Their reply is read and sorted. This one wants to book. 3. Front desk confirms A person decides Your front desk picks the slot and confirms with one tap. 4. Open slot filled A cancellation is offered to your ASAP list. The first yes is held. 5. Clinical question routed A person decides A question about symptoms is never answered by text. Your front desk calls back. 6. 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](https://midnightflow.ai/portfolio/automate-plumber-service-calls)). ## You stay in charge. The routine runs on its own. At these moments it stops, asks a person, and waits for the answer. - A patient replies with a question about symptoms, treatment, or a bill. Text to your front desk lead, who calls the patient back - 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 - 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. **We build, connect, and test** _Midnight Flow_ **Sign the BAA** _Doctor-owner, 15 min_ Week 1, day 1 **Practice system access** _Office manager, 30 min_ Week 1, day 1 **Accounts setup call** _Doctor-owner, 45 min_ Week 1, day 1 **Consent and recall rules** _Office manager, 1 hour_ Week 1, day 3 **Wording and ASAP rules** _Office manager, 1 hour_ Week 1, day 4 **Test run review** _Doctor-owner or office manager, 1 hour_ Week 3, day 15 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 call](https://calendly.com/flowrunner/30min?utm_source=midnightflow.ai&utm_medium=site&utm_campaign=healthcare-intake&utm_content=clinic-recall-no-show-recovery.package-estimate) ### What 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 - ### 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. - ### 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. - ### Your AI provider Reads each patient reply and sorts it, on your own account. - ### Slack The one-tap confirm for your front desk. - ### Email (Gmail or Outlook). Recall emails, questions for the office manager, and the weekly summary. - ### 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](https://midnightflow.ai/how-it-works) 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](https://flowrunner.ai/pricing). \*\* FlowRunner pricing varies with the volume of calls and messages. [Book a call](https://calendly.com/flowrunner/30min?utm_source=midnightflow.ai&utm_medium=site&utm_campaign=healthcare-intake&utm_content=clinic-recall-no-show-recovery.package-price) ## 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. ## See it run for your business Watch the whole process for healthcare intake teams, step by step. ### [Healthcare intake teams](https://midnightflow.ai/for/healthcare-intake?demo=1) Every referral read, checked, and ready to approve in minutes. Try the live demo Other industries [Freight brokers](https://midnightflow.ai/for/freight-brokers) [General contractors](https://midnightflow.ai/for/general-contractors) [Home-services contractors](https://midnightflow.ai/for/home-services) [Vacation rental managers](https://midnightflow.ai/for/vacation-rental-managers) [Wedding and event venues](https://midnightflow.ai/for/wedding-venues) [Wholesale distributors](https://midnightflow.ai/for/wholesale-distributors) [Wineries](https://midnightflow.ai/for/wineries) [Something else](https://midnightflow.ai/packages/custom) Rather talk it through first? [Book a call](https://calendly.com/flowrunner/30min?utm_source=midnightflow.ai&utm_medium=site&utm_campaign=healthcare-intake&utm_content=clinic-recall-no-show-recovery.package-footer) [Take the fit check](https://midnightflow.ai/fit-check?vertical=healthcare-intake&package=clinic-recall-no-show-recovery) --- Markdown version of https://midnightflow.ai/packages/clinic-recall-no-show-recovery. Site index: https://midnightflow.ai/llms.txt