Use Weave's Automated Recall Reminders

What This Does

If your practice already uses Weave, you have automated patient recall and appointment reminder tools built in — you may just not have them fully configured. Weave can automatically text and email patients when they're due for their next cleaning, send appointment reminders the day before, and even handle confirmations without a single phone call from you.

Before You Start

• Your practice already uses Weave (this guide only applies if you have a Weave subscription)
• You have admin or office manager access to Weave settings
• Your practice management software (Dentrix, Eaglesoft, etc.) is integrated with Weave

Steps

1. Open Recall settings in Weave

1. Log into your Weave account at app.getweave.com
2. Click the Settings gear icon (top right or left sidebar)
3. Navigate to Patient Communication → Recall (or search "Recall" in the settings search bar)

What you should see: A Recall settings panel showing which types of recall are active and what messages are being sent.

2. Enable and customize your recall message

1. Under Recall, make sure Recall Reminders is toggled On
2. Click Edit next to the recall message template
3. Review the default message. A good example: "Hi [patient name]! It's been about 6 months since your last cleaning at [practice name]. Would you like to schedule? Reply or call us at [phone]. Book online: [link]"
4. Customize the wording to match your practice's voice — warmer, more casual, or more formal
5. Click Save

What you should see: The message preview updates. Weave will send this automatically to patients when their recall date arrives.

3. Set up appointment confirmation reminders

1. In Weave settings, go to Appointment Reminders
2. Configure two touchpoints: one 3 days before the appointment and one the day before
3. The day-before reminder should ask for confirmation: "Reply YES to confirm or call us to reschedule."
4. Enable Two-Way Text so patients can reply to confirm directly

What you should see: Patients receive automated texts and can confirm without calling. Confirmed appointments update in your Dentrix/Eaglesoft schedule automatically.

4. Review your recall list regularly

1. In Weave, navigate to Recall → Recall List
2. Review patients who haven't responded after 2–3 automated attempts
3. These are your targets for a personal phone call — a much shorter list than before

Real Example

Scenario: You have 40 patients overdue for their 6-month cleaning. Calling all of them would take 2–3 hours.

What you do: Configure Weave recall reminders. They go out automatically to all 40 patients. 25 respond and self-schedule via the booking link. You make personal calls to the remaining 15 who didn't respond — a much more manageable list.

Time saved: 1–2 hours per week in outbound recall calls.

Tips

• Check Weave's recall report monthly to see how many patients are re-engaging — it's a good metric to show your office manager or dentist-owner
• If patients are not responding to texts, try adjusting the send time (late morning on weekdays tends to get higher response rates)
• Weave's two-way texting means patients can reply with questions — check the text inbox once a day so no conversations fall through

Tool interfaces change — if a button has moved, look for similar AI/magic/smart options in the same menu area.