hexylBuild an appointment recall process your team can control
Use a clear due-for-return list, agreed contact rules and saved-booking checks to help existing customers arrange their next visit.
In this guide
Separate recalls from appointment reminders
A reminder concerns an appointment already in the diary. A recall invites someone to arrange a future visit. Keep the two lists separate so a customer with an existing booking does not receive another invitation to book.
Your business defines the return interval and the records that establish when someone is due. In a clinical setting, the clinical team owns that schedule and decides any exceptions; an administrative workflow does not determine a care plan.
Prepare an eligible recall list
Agree which record supplies the last completed visit, next due date and contact preferences. Check that the chosen appointment type, duration and practitioner rules match the return visit. Confirm which information your connected system can provide before deciding what to automate.
- Exclude people already booked, opted out, under team review or included in another active contact sequence.
- Set permitted contact times, retry limits and a named team route for questions or changed circumstances.
Make the invitation useful
Use your approved wording to explain that a return visit is due and offer help choosing a suitable time. If the person declines, needs advice or asks for a different arrangement, follow the agreed handover and record the outcome.
Before confirming, check availability and save the booking. The confirmation should show the full date, time, visit type, location and how to request a change. Agree how a saved booking stops the recall sequence and starts any appointment reminders.
Review completed visits and exceptions
Track eligible recalls, successful contacts, bookings and completed return visits separately. Review declined invitations, failed contacts and duplicate-contact exceptions with your team. Compare additional completed visits with your normal recall process, excluding people already booked. Use your own costs and appointment contribution to assess value; a due-for-return list is not a forecast of revenue.
Start with the scope you need
Start with an approved recall list, a contact channel and supported booking actions. Add payment or extra connection work only where the agreed workflow requires it.
- Hexyl Book — Bookings & appointment reminders
- Hexyl Connect — Calls, messages & web chat
Optional additions
- Hexyl Flow — Software connections & automation
- Hexyl Pay — Payments & deposits
Your proposal confirms inclusions, product tiers, supported actions and setup costs. Related products are not automatically added to a package.
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