HOW IT WORKS
From CSV upload to automated recall reminders.
Here's exactly what happens — whether you run a dental, physio, or optometry practice.
Upload
Export from your practice management system. CSV with patient name, mobile, last visit and recall due date. Auto-detects columns, validates AU mobile formats, flags duplicates.
Set rules
Choose when each reminder goes out: a set number of days before or after each patient's recall due date. Pick a send time between 9am and 8pm Sydney time, and write the wording.
Messages in your practice's voice
Every reminder uses the template in your recall rule, with your practice name included. On Pro, AI-personalised messages are available: RecallQ writes each recall SMS in your practice's tone, using your template as the guide.
Reminders go out automatically
Each day RecallQ queues the reminders your rules call for and sends them at the time you set. Your portal shows what went out.
Replies are sorted automatically
STOP is honoured the moment it arrives. YES, NO and other replies are sorted automatically within minutes. Every patient who says yes lands on your Today page so your front desk can book them in and record the time.
Your team books the patient in
Act on the replies in your inbox, then watch recovered revenue add up on your dashboard.
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Import from the system you already use.
Dental
Physio
Optometry
Universal
No live integrations yet: you export a CSV and RecallQ detects the columns. Live PMS and online-booking integrations are on the roadmap.
From import to your ROI report
Consent confirmation
Someone at the practice must tick a consent confirmation before the import can run. RecallQ records who ticked it, and when.
Patient checks
Each import is checked against your plan's active-patient limit. Unusable rows go into a downloadable error report.
Rules and send window
Rules reach only active patients with consent for that channel who have not opted out. Recall SMS send from 9:00 am to 8:00 pm in the practice's time zone (Sydney by default; RecallQ support can set Melbourne, Brisbane, Perth or Hobart time; Adelaide and Darwin are not supported).
SMS or email delivery
Recall messages start once a plan and payment details are added at checkout. Every SMS names the practice and ends with “Reply STOP to opt out”.
Replies and STOP
A whole-message STOP, or a few similar words, opts the patient out of SMS straight away. YES to a recall creates a booking with no time for the team to book.
The Today page
The front desk's worklist: replies needing a person, and patients who said yes and need a booking. Staff book in their own software, then record the time in RecallQ.
The ROI report
It shows 12 months of recalls sent, replies, and how many said yes, were booked by your team and came in.
What your practice controls
Set by your practice
- Rules and timing: the days before or after each recall due date, and an hourly send time.
- Wording: edit a ready-made template or write your own. On Pro, AI may reword a recall SMS from your template.
- Channel: SMS goes only to Australian mobiles. Email needs email switched on in Settings.
- Stopping reminders: archive a patient, or record an opt-out given by phone or in person.
Done by RecallQ
- Sends each rule on the exact day it calls for (a patient already past that day at import is not sent it; RecallQ can run a catch-up sweep on request, with no portal screen), and re-checks opt-outs just before each send.
- Every recall email has an unsubscribe link. Unsubscribe requests emailed to RecallQ are actioned by a person within 5 business days.
Your team books patients in and stays responsible for consent and message content.
Go deeper
- What RecallQ does: CSV import, SMS and email recalls, two-way replies, STOP handling.
- What is patient recall?: how it differs from appointment reminders and reactivation.
- Patient CSV import guide: required columns, accepted headings, day-first dates.
- SMS vs email patient recalls: how RecallQ sends recalls by SMS or email.
- Spam Act and patient reminders: general information on how the Spam Act 2003 applies.
Ready to see this run on your patient data?
Your real patient list. No card needed to create an account.