Win back patients you haven't seen in 90 days — Aria calls them for you.
One click sends an outbound call campaign to every overdue patient. Aria handles the conversation, books the appointment, syncs to OpenDental. Your front desk doesn't make a single call.
The most expensive call your front desk almost never makes.
The average dental practice has 200 to 500 patients sitting in OpenDental who haven't been seen in six months. Each one was a real relationship. Each one represents anywhere from $250 to $1,200 in restored production if they come back this quarter.
And almost none of them get called. Recall outreach is the last thing on a front desk schedule that already has insurance verifications, new-patient intakes, payment posting, treatment plan walk-throughs, and the steady drip of inbound calls every hour. When the day ends, the recall list rolls to tomorrow. Tomorrow it rolls to next week.
The math is brutal. A front desk team member earns roughly $25 to $35 per hour fully loaded. Working a 200-patient recall list at three minutes per contact is ten hours of skilled labor — assuming the patient picks up the first time, which they often don't. Three callback attempts per patient is closer to thirty hours. No practice owner wants to spend a full week of payroll on outbound calls that may book at a 15 to 20 percent conversion rate.
So the list sits there. The chairs sit there. The revenue sits there.
The patients themselves are not the problem. A patient who hasn't been in for six months isn't a patient who left. Most of them simply got busy. They forgot. Their insurance plan year reset and they meant to call. They moved jobs and stopped getting the email reminders. They had a good experience with you and would happily come back if someone called and offered them a slot. The recall list is not a churned-customer list. It is an inbox of warm relationships waiting for one outbound message.
Four steps from a list of names to a booked chair.
The recall workflow lives inside your existing Aria dashboard. The dashboard already shows you patients overdue for recall — pulled live from OpenDental on the time window you choose. The new piece is a single button.
Select the cohort
Filter by inactivity window — 60 days, 90 days, 6 months, 1 year, or a custom range. The patient count updates live.
Click call
Press “Call all 224 now.” Aria starts placing calls within seconds. Voice and SMS run as one orchestrated cohort.
Aria has the conversation
Warm, professional outreach. Identifies the practice, confirms the patient, offers two real appointment slots, holds the booking. Handles voicemail, callbacks, and language switches without help.
Bookings sync to your PMS
Every appointment Aria books writes back to OpenDental in real time. Your scheduler opens her calendar and sees the slots already filled.
A real script — warm, brief, not pushy.
Recall calls have a different rhythm than inbound. The patient isn't ready to schedule. Aria opens with relationship, not urgency.
If the patient says “not right now,” Aria doesn't push. She offers to send a text reminder for next month and ends warmly. If the patient is in pain, she escalates to a same-day or next-day clinical slot. If she hits voicemail, she leaves a short, branded message and queues an SMS follow-up two hours later.
The patient picks the channel. Aria follows their lead.
Some patients answer the phone. Some are at work and respond better to a text. Some need both. A recall campaign in Aria runs voice and SMS as a single coordinated workflow — no separate texting platform, no separate dial list, no duplicate outreach.
The cohort enters the campaign at minute zero. Aria places voice calls during business hours in the patient's local time zone. Patients who don't answer get a branded voicemail and an SMS follow-up within two hours. Patients who pick up get a live conversation. Patients who reply to the SMS thread get routed back into a voice callback if they want one. The whole cohort completes inside 48 hours.
Your dashboard shows everything in one place: who was called, who answered, who texted back, who booked, who declined, who moved to the “try again next month” queue.
Built for the rules dental practices already live under.
Outbound recall calls to existing patients fall under the established business relationship and appointment-reminder framing recognized by the TCPA. Aria's recall workflow only dials patients with a treatment relationship to your practice and a phone number on file in OpenDental. Every call identifies the practice in the first sentence. Every SMS includes a clear opt-out and a callable number. Calls run inside daytime windows in the patient's time zone.
You stay the operator of record. Aria places calls under your practice's caller ID, with your branding, and your front desk can pause or stop a campaign at any point from the dashboard. Patients who opt out are removed from future campaigns automatically and the opt-out is logged against their PMS record.
What a 224-patient campaign actually produces.
These are the figures we see across early deployments. The cohort is six-month-overdue patients with an active phone number in OpenDental. Voice plus SMS, 48-hour campaign window.
Forty-one bookings out of 224 contacts is an 18 percent conversion rate from a cohort your team would have struggled to call at all. The recovered production figure assumes a $1,175 average per visit blending hygiene, exam, X-rays, and the diagnostic follow-up Aria flags during the call. Practices with higher-acuity recall lists — deferred restorative work, periodontal maintenance, post-op — routinely see two and three times that number per campaign.
The campaign cost is zero additional front desk labor. The front desk runs the day Aria is running the cohort.
One panel. One click. One booked week.
The recall feature isn't a separate product. It lives inside the same client dashboard you already use to see calls handled, after-hours coverage, and appointments booked. The new card — Patients Overdue For Recall — sits between the activity strip and the appointment chart. Filter by window, watch the patient count update, click the call button, watch the Campaign Results panel populate in real time as bookings flow in.
Your dashboard remains the single source of truth for what Aria is doing for your practice, end to end. The recall campaign is just another revenue line on that same surface.
Front desk leads can run campaigns themselves. Doctors and owners can pull the same numbers on their phone. Multi-location DSOs can run a campaign per office and compare conversion side by side. The same activity feed that already documents every inbound call now documents every outbound conversation: who Aria called, what was said, what was offered, what was booked, and what the next-touch plan is for anyone who declined.
Recall is the loudest revenue line. It's not the only one.
Outbound recall is the use case where a click maps most directly to dollars on the calendar. But the campaign engine works for every dormant cohort your practice has on file. Whitening consults that never booked. New-patient inquiries that ghosted the second call. Post-op patients who missed their follow-up. Patients with proposed treatment plans pending more than 60 days. Hygiene families where one parent is current and the other is two cleanings behind. Filter the cohort, click the button, watch the bookings come in.
The point of the outbound feature is not to replace your front desk team. The point is to give them back the hours they were never going to spend on the recall list anyway — and to convert a passive list of names sitting in a PMS into an active book of business that produces revenue on a schedule you control.
Listen to what an outbound call sounds like
A sample call: how Aria identifies a patient, handles “I've been busy”, and books the appointment in under a minute.
Approx 0:53
- Patient identified by name from the recall list.
- Aria explained the recall reason (6 months overdue, exam + cleaning).
- Patient gave the “I've been busy” objection — Aria acknowledged warmly without pressure.
- Patient suggested a time — Aria checked availability live.
- Aria booked the appointment with a specific provider (Dr. Smith).
- Aria mentioned the SMS confirmation that follows automatically.
Your overdue list is a book of business.
Let Aria call them.
30-minute demo. We'll show you the dashboard live, run a sample campaign on dummy data, and walk through what a real cohort would look like inside your practice.
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