Open Dental is still your practice management system and still holds the schedule. This feature reads your appointment history through Open Dental's API, builds the recall list, and sends the reminders your team or the overdue-hygiene automation triggers. Your Recall List, recall types and recall statuses inside Open Dental stay exactly as they are. We don't change them.
Once your office is connected through Open Dental's API (served by the eConnector on your own server), appointments and procedures sync about every 15 minutes. Delete the sentence. In step 1 or step 2, add: "The recall list only sees the appointment history we hold for your schedule. For a newly connected office that can be only the last few months, so patients whose last cleaning came before that may not appear until they're seen or booked. Keep working Open Dental's Recall List for already-overdue patients at first." Nothing gets installed on your workstations, and nobody has to run or export a report.
For each patient we find the last completed hygiene visit. A D1110 or D1120 sets the next due date six months out, and a D4910 sets it three months out. Plenty of Open Dental offices chart hygiene under their own local codes, "...we fall back to matching the procedure description (prophy, cleaning, scaling, debridement, perio maintenance). One side effect: a scaling and root planing visit with no CDT hygiene code on the appointment counts as a cleaning and sets a six-month due date, so check your SRP patients." Also change 'Plenty of Open Dental offices' to 'Some Open Dental offices', since 'plenty' is unverified.. Anyone with a future hygiene appointment is marked scheduled. "Everyone else on the list is marked due or overdue. Patients whose last hygiene visit predates the history we hold won't be on it."
"You set a preferred channel, text or email. If a patient has no contact on that channel, or a text fails, the reminder goes by the other one." The same change applies to 'You choose whether list reminders go by text or email' in heroDescription and setup. From the recall list, your team can select patients who are due and send a reminder. Each of those sends adds to that patient's contact count and updates the last-contacted date. You can also turn on the office's overdue-hygiene automation. "It texts or emails patients whose last visit was 6, 9 or 12 months ago and who have no future appointment on file with us." It works from visit dates rather than this recall list, and it messages the same patient at most once every 30 days. Its sends don't change the contact count or last-contacted date on the recall list. Replace with: "If staff change a recall row by hand (due date, interval or status), the nightly rebuild recalculates it from your appointment history and can overwrite the change. For a patient on a non-standard interval, keep using Open Dental's Recall List."
Patients whose last hygiene visit was more than 30 months ago aren't added to the recall list. Long-lapsed patients are handled by a separate reactivation feature that works from the same synced data, and nothing about it is written back to Open Dental. A patient already on the recall list isn't taken off when they pass 30 months; they stay there as overdue. The overdue-hygiene automation also has no upper limit on how long ago the last visit was, so if it's on, a long-lapsed patient with nothing booked can still get its text.
If your office is already connected to Open Dental through us (an API key we issue, pasted into Open Dental's API setup, with the eConnector running), recall needs no extra connection. "The list builds overnight from the appointment history we hold for your schedule. On a new connection that can be only recent months, so check it against Open Dental's Recall List before relying on it for overdue patients." You then choose whether reminders from the recall list go by text or email, and decide whether to turn on the office's overdue-hygiene automation. Patient outreach is opt-in for each office, so the automation sends nothing until you turn it on. Spend the first few days checking the list against what your hygienists expect before anyone starts sending.
No. Our recall list comes from your appointment history: the last completed hygiene visit sets the due date, and a future hygiene appointment marks the patient scheduled. We don't use Open Dental's Recall List, recall types or per-patient recall intervals to decide who is on the list. Open Dental's recall records are read for one internal nightly forecast, and only part of the list at that. They never decide who gets a reminder.
No. We don't write recall dates or statuses back to Open Dental. When a patient gets a recall reminder from us, Open Dental's Recall List won't show that they were contacted. When they book, the new appointment syncs to us and they're marked scheduled on our list. Open Dental keeps whatever recall date it calculated on its own.
For the recall list, we look at the last completed hygiene visit. A D1110 or D1120 makes the patient due six months later, and a D4910 makes them due three months later. If your office uses local codes for hygiene (some Open Dental offices have their own prophy code), we match on the procedure description instead. A patient with a future hygiene appointment is marked scheduled. The overdue-hygiene automation is different: it goes by the patient's last visit of any kind (6, 9 or 12 months ago) and skips anyone with any future appointment.
Keep it if your recall depends on things we don't read: recall types other than prophy and perio maintenance (Open Dental's Child Prophy type, or custom types your office added such as bitewings, pano or fluoride), patients set to a non-standard interval such as a four-month perio recall, or recall disabled for certain patients inside Open Dental. Our intervals are fixed at six months for prophy and three for perio maintenance, so those patients won't line up. If your team works the Recall List by the statuses your office set up in Open Dental (for example, left message), those statuses only exist in Open Dental. Plenty of offices use this for routine six-month reminders and keep Open Dental's Recall List for the exceptions.
Partly. Patients whose last hygiene visit was more than 30 months ago aren't added to the recall list. Reactivating them is a separate feature that uses the same synced data. It doesn't read any reactivation list from Open Dental and doesn't write anything about reactivation back to Open Dental. Patients who are overdue but under 30 months show on the recall list as overdue, where your team can send them reminders. If you turn on the overdue-hygiene automation, it nudges them at most once every 30 days.
This is the gap to know about. If your team deletes a hygiene appointment in Open Dental, our synced copy can keep showing it as scheduled. Nothing clears it automatically today, so that patient stays marked scheduled and won't get a recall reminder. Add: "Marking it broken fixes the recall list. The overdue-hygiene automation still treats a broken future appointment as booked until its date passes." If your front desk deletes cancelled hygiene visits, check Open Dental's Recall List for those patients.
Not one for one. Open Dental's Web Sched Recall works from Open Dental's own recall records. This works from your appointment history, with reminders sent by your team from the list or by the overdue-hygiene automation. You can run both, but check that a patient isn't getting recall messages from both for the same visit. If you'd rather patients book online from our side, that's covered by online scheduling, which is a separate feature.
We sign a BAA on every plan. Patient names on the recall list are encrypted at rest, and access is limited to your practice. The Open Dental API key can be turned off from inside Open Dental whenever you want, and syncing stops when you do.
If you run Open Dental and recall only gets worked when someone has time to go through the Recall List, this does the sorting for you. It builds a recall list from your hygiene history (six months after a prophy, three after perio maintenance), marks anyone already booked as scheduled, lets your team send text or email reminders from the list, and leaves patients more than 30 months out to the separate reactivation feature. It doesn't read Open Dental's recall types to build the list and doesn't write recall dates or statuses back to Open Dental. If your office depends on custom recall types or per-patient intervals, keep Open Dental's Recall List open next to it.
Open Dental is a trademark of Open Dental Software, Inc. Intake.Dental is an independent product and is not affiliated with, endorsed by, or sponsored by Open Dental Software, Inc.
You keep Open Dental. We sync your appointment history from it, work out who is due for hygiene, and mark anyone who already has a hygiene appointment on the books as scheduled. Recall texts and emails go out two ways: your team picks patients on the list and sends a reminder, or the office's recall automation sends them. You choose whether list reminders go by text or email. Patients whose last hygiene visit was more than 30 months ago aren't added to the recall list. A separate reactivation feature handles long-lapsed patients. One limit up front: we build our own recall list from your appointments. We don't use Open Dental's Recall List or recall types to build it, and we don't write recall dates back into Open Dental.
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