PMD recall automation

AI Recall Campaigns for PMD: Outbound Calling that Refills Your Schedule from Annual-Physical, Lab, and Recall Lists

PMD already builds your recall queue. The hard part is calling down it. Our AI receptionist places outbound calls directly from your PMD recall lists, books patients back into the PMD scheduler, and quietly refills the days your staff cannot get to.

Outbound Recall · Book Back into PMD

Industry baseline

23%

Of recall outreach actually completed without dedicated staff

AI completion

73%

Of PMD recall list contacted within 14 days using AI outbound

Per visit value

$187

Average revenue per recovered recall visit (primary care benchmark)

Conversion lift

4.7x

Lift in recall conversion vs unstaffed phone-tag workflow

The recall problem

Five to Fifty Percent of Your Revenue Depends on Bringing Patients Back on Schedule

In primary care, the recall list is not a marketing nice to have. It is the operational backbone of your panel revenue, your HEDIS quality metrics, and your patient continuity. When the list goes unworked, the schedule gets thin three months later and nobody can point to a single cause.

What goes wrong without dedicated recall staff

• Front desk gets pulled into inbound calls and walk ins, recall list slips
• When staff do call, voicemail eats 60 to 70 percent of attempts
• Single attempt then dropped, patients fall off the queue silently
• No record of who was called, when, or what they said
• Schedule looks fine for two weeks, then gets thin in week three and four

What it costs a typical PMD practice

• A 2,500 patient panel produces roughly 200 recalls per month
• At 23 percent contact rate, 46 of 200 are reached
• At 50 percent of contacts booking, 23 visits return
• Versus 73 percent contact at 65 percent booking, 95 visits return
• That gap is 72 visits per month, roughly $13,464 in monthly revenue

The PMD recall workflow today

How Recall Already Works Inside PMD

PMD already does the clinical work of generating the queue. The breakdown is what happens after the list appears.

Step 1: PMD generates the recall queue

Annual physical due dates, screening intervals, chronic care follow up windows, and lab repeat orders all flow into a PMD recall list. The list is accurate, current, and clinically appropriate.

Step 2: A staff member is supposed to call down it

Typically a medical assistant or front desk staffer is assigned the list. They make calls between inbound traffic, check ins, and triage. Most days, the list does not get worked at all.

Step 3: Calls get interrupted, voicemails pile up, list grows stale

One attempt per patient is common. Voicemail with a call back number does not work because by the time the patient calls, the front desk is busy and the loop never closes. The list keeps growing.

Step 4: Three months later the schedule has soft spots no one can explain

The visits that should have come from recall never appear. Providers see open slots and assume seasonality. The real cause is upstream: the recall list never got called.

AI driven outbound recall

How the AI Works Your PMD Recall List

The AI plugs directly into your PMD recall queue. It calls down the list, talks to patients in plain language, books visits straight into the PMD scheduler, and only escalates the cases that genuinely need a human.

Calls down the PMD recall list automatically

• Pulls patients due for recall straight from the PMD queue
• Honors quiet hours, time zone, and contact preferences on file
• Retries voicemails on a configurable cadence, not a one and done
• Logs every outcome back so the queue stays clean
• Stops calling once a visit is booked or the patient opts out

Books directly into the PMD scheduler

• Reads live availability per provider and visit type
• Respects appointment templates and block rules already set in PMD
• Writes the booked appointment back into PMD in real time
• Sends confirmation by text or email after the call
• No double bookings and no copy paste from a spreadsheet

Handles real patient responses gracefully

• "I am too busy right now" routes to a callback window
• "Call me back next week" sets a follow up and respects it
• "I switched docs" updates the patient record and removes from queue
• "I moved" captures the new address and flags chart for update
• "I do not need that" logs decline reason for clinical review

Escalates the cases that need a human

• Active symptoms route to triage, not to a booking
• Multiple overdue chronic care items flag for MA review
• Insurance changes get queued for verification before booking
• Behavioral health concerns route to a clinician callback
• Anything outside the AI scope gets a human handoff, every time

Recall types covered

Every Recall Category PMD Tracks, Worked the Same Way

The AI uses a different script per recall category but a single PMD integration. You configure which categories are active and the AI handles the rest.

Annual physical

The largest single bucket. AI offers the next two viable slots, books, and confirms fasting or pre visit instructions if your template requires them.

Mammogram screening

AI confirms the patient is due, books the in office order visit, or refers to your imaging partner per your protocol. HEDIS friendly.

Colonoscopy

AI offers Cologuard versus referral per practice preference, captures the answer, and books or routes to GI accordingly.

Diabetes follow up

Three and six month diabetic check ins. AI books the visit and reminds the patient to come in fasting if your protocol requires a same day A1c.

Hypertension check in

Medication review and BP check at the cadence set in PMD. AI offers virtual or in person per provider preference.

Lab repeat

Standing orders for repeat labs. AI books the lab only visit or routes to a partner draw site if your office does not do in house phlebotomy.

Rollout

From PMD Integration to Refilled Schedule in 30 Days

Days 1 to 7: PMD integration

Connect to your PMD instance, pull the recall queue, map providers and visit types, and configure quiet hours.

Live read of the recall queue

Days 8 to 14: One category pilot

Start with annual physical only. Review every booking in the first week, tune the script with you, then expand.

First booked visits land in PMD

Days 15 to 30: All categories live

Mammogram, colonoscopy, diabetes, hypertension, and lab repeats added per your priorities. Weekly outcome report.

Schedule visibly fuller in weeks three and four

See it on your PMD

Live demo on your own recall queue

We will walk through your PMD recall list with you and show the AI calling a real patient in real time. No commitment, no slide deck.

Book a demo

Pricing

Per minute, per booked visit, or flat monthly

Recall campaigns can be priced per outbound minute, per booked visit, or as part of a flat monthly receptionist plan. Most PMD practices land on the booked visit model.

See pricing