Recall Cadence for Optometry

Stage 1: Soft Reminder

Timing: 7 days before due date

Channel: Careline AI

Goal: Awareness

Message: “Hi John, this is Careline from Bright Eye and Vision. You’re due for your annual eye exam next month. Want me to book it now?”

Stage 2: Primary Recall

Timing: On due date

Channel: Voice call (AI)

Goal: Book appointment

Why voice: Higher pickup + real-time scheduling

Action:

• Offer 2 concrete time options

• Book instantly if accepted

Stage 3: Follow-up Recall

Timing: 3 days after due date

Channel: Voice (AI)

Goal: Catch “busy but interested” patients

Key tactic:

• Narrow choices

• Assume intent

Why This Cadence Works

• Voice-first when intent is highest (due date + follow-ups)

• Multiple touches without spamming

• AI handles narrowing, objections, booking

• Front desk only sees booked appointments

Careline AI Advantage in This Cadence

• Reads last exam date directly from EHR

• Runs recall hands-free

• Adjusts language, timing, and tone per clinic

• Answers callbacks 24/7

• Converts missed calls into booked visits

Benchmarks You Can Expect (Per 1,000 Patients)

• Pickup rate (voice): 25–40%

• Conversation rate: 70–85%

• Booking rate from conversations: 30–50%

• Net bookings: 75–150 appointments