Treatment recall
Patient recall reminders that bring them back
Set a rebooking interval on each treatment. When it's time, patients get an email with a link that opens booking for that same treatment, unless they've already rebooked.
From: Demo Clinic
Time for your next anti-wrinkle appointment?
Hi Sana,
It's been about four months since your anti-wrinkle injections with Dr. Amna. If you'd like to keep your results going, you can book your next appointment online.
Not sent if you've already booked it again.
Repeat treatments drift without a nudge
Many aesthetic treatments are repeat treatments. Patients mean to come back, then weeks turn into months.
Results fade, so does the habit
A patient loved their last appointment but didn't book the next one. By the time they remember, it's been too long.
Recall lists nobody works
Someone was supposed to go through last spring's patients and call them. It's still on the to-do list.
Reminding patients who already booked
A generic blast reaches patients who rebooked last week, which makes your clinic look disorganized.
How it works
Set it once per treatment
Recall is driven by the treatment and the visit, so it runs by itself once it's set.
Set a rebooking interval
In Services, give a treatment a "remind to rebook after" interval, for example 120 days for anti-wrinkle injections.
The visit is completed
When the visit is marked completed, the countdown starts from that date.
The reminder email goes out
When it's time, the patient gets an email with a link that opens booking for that treatment.
Skipped if they already booked
If the patient has already booked that treatment again, the reminder isn't sent.
From: Demo Clinic
Time for your next anti-wrinkle appointment?
Hi Sana,
It's been about four months since your anti-wrinkle injections with Dr. Amna. If you'd like to keep your results going, you can book your next appointment online.
Not sent if you've already booked it again.
Intervals you decide
Each treatment has its own interval, because every treatment has its own rhythm. Some examples of how clinics might set them:
These are examples only, not clinical advice. Your practitioners decide what's right for each treatment.
- Anti-wrinkle injections: around four months
- A course of laser hair removal: the gap between sessions
- A dental check-up: every six months
- A skin treatment course: between appointments
One tap back to booking
The link in the email opens online booking for that exact treatment, so the patient picks a practitioner and a real free time without searching your menu. Read more about online booking.
Never sent to the wrong person
The reminder only goes after a visit was actually completed, never after a cancellation or a no-show. If the patient has already booked the same treatment again, it's skipped.
And if a rebooking reminder would arrive more than a month late, it's skipped rather than sent, so nobody gets a nudge that no longer makes sense.
See whether it's working
Every booking made from the link shows up in your bookings and reports like any other, broken down by treatment, so you can see which treatments bring patients back.
Part of the visit's afterlife
Completing a visit starts two things: a review request the next day, and the rebooking reminder when it's time. Both happen without anyone on your team remembering to send them.
In your clinic's own words
Your clinic's settings decide how staff are described across the site and its emails, whether that's doctors, clinicians, practitioners or therapists. Rebooking reminders use the same wording, so a physiotherapy practice's email talks about therapists and a med spa's talks about practitioners.
The email names the treatment the patient had, so it reads as a personal note about their care rather than a generic promotion.
Who uses it
Recall is mostly set-and-forget:
- Managers set the rebooking interval on each treatment in Services, alongside its price, duration and consent wording.
- Practitioners complete visits by signing the note, which starts the countdown.
- The front desk sees the resulting bookings in the diary like any other, with the treatment already chosen.
- Owners see in reports which treatments patients come back for.
Honest limits
What recall doesn't do
Kept simple on purpose.
- Rebooking reminders go by email only, not WhatsApp or text.
- They start from completed visits. A visit that isn't marked completed won't trigger one.
- Intervals are set by your clinic. Velvet Lead doesn't give clinical advice on treatment timing.
- No email marketing or newsletters to patients. Recall is a single, specific reminder.
Built for clinics like yours
- Aesthetic clinics Injectables, skin boosters, consultations and a gallery with consent
- Med spas Facials, laser and injectables with US time zones and campaign tracking
- Dental clinics Check-ups, whitening and aligner consultations booked online
- Laser hair removal clinics Courses of sessions, patch tests and busy weekend diaries
- Chiropractors Short appointments, repeat visits and a diary that stays full
FAQ
Questions clinics ask
How do we set when patients are reminded?
Each treatment in Services can have a "remind to rebook after" interval, such as 120 days. Your clinic decides.
What if the patient has already rebooked?
The reminder isn't sent if they've already booked that treatment again.
What does the email link do?
It opens online booking for that same treatment, so the patient can pick a practitioner and a real free time.
Are the example intervals clinical advice?
No. They're examples only. Your practitioners decide the right interval for each treatment.
Can recall go by WhatsApp or text?
No. Rebooking reminders go by email only.
Does recall work for treatments that aren't aesthetic?
Yes. Any treatment can have a rebooking interval, such as a dental check-up, a chiropractic adjustment or a follow-up consultation.
Bring patients back on time
Book a 15-minute demo and see a rebooking reminder set up on our demo clinic.