recall & reactivation

Lapsed patients, brought back — booked, not just reminded.

Hundreds of your charts go quiet every year — and their benefits reset whether anyone calls or not. The agents work that list at night: re-verify each plan, text the patients with an unused benefit, and book the replies straight into your schedule.

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app.gruntwrk.ai / messages

Messages

Recall & reactivation

32 due
Search patients…
SMSandra Mills1 min ago

Tuesday 3:30 works for me!

Annual exam · Booked Tue
MLMarcus Lee1 hr ago

We'll hold your benefits — just text me a time.

Annual exam · Texted
PNPriya Nair2 hr ago

Not sure I'm due yet…

Contacts renewal · Overdue
GRGlenn RossYesterday

Booked — thanks!

Annual exam · Reactivated
SM

Sandra Mills

Annual exam · last seen May 2024

Booked
Hi Sandra, it's Bright Vision Optometry — our records show you're due for your annual eye exam. Want me to find you a time?
Oh wow, has it been a year already?
It has! Good news — your VSP benefits just reset, so it's a $15 exam copay. I have Tuesday 3:30 PM or Thursday 11:00 AM open.
Tuesday 3:30 works for me!
Done — Tuesday, June 23 at 3:30 PM with Dr. Patel. I'll text a reminder the day before.

Appointment booked in RevolutionEHR

Tue, Jun 23 · 3:30 PM · annual exam

Handled automatically by GruntWrk

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the problem

Two hundred lapsed charts. Zero hours to call them.

Every practice has the list: patients who haven’t been in for a year or more, each one already acquired, already in your EHR, with benefits resetting every January whether anyone calls or not. Working it means pulling reports, checking eligibility one portal at a time, then playing phone tag — so it sits.

the list everyone means to get to. nobody ever does.

benefits first

Every text goes out with benefits already re-verified.

The agents check eligibility before a single message is written. So the patient doesn’t hear “it’s been a while” — they hear a concrete number they’re about to lose.

the generic nag

Hi! It’s been a while since your last visit. Give us a call to schedule!

deleted with the rest of the reminders

what the agents send

Hi Maria — your VSP exam benefit is unused and resets Dec 31. Your exam would be a $15 copay. Want to come in?

a real number beats a nudge

how it works

Pull. Verify. Text. Book.

01

Pull the lapsed list

Every patient with no visit in 12+ months, straight from your EHR. No reports to run.

02

Re-verify benefits

Each plan checked overnight. Only patients with an unused exam or frame benefit get a text.

03

Text the reason

Their actual benefit and copay — a concrete reason to come in now, not a generic nudge.

04

Book on reply

“Yes” becomes an exam on your calendar, in the EHR, with the right doctor.

what staff sees

Reactivated patients, trickling onto the schedule.

No campaign dashboard to babysit. The bookings just appear in your calendar — each one a chart that had gone quiet.

this month · reactivated

still going

jun 2chart #3310 · 19 months outbooked tue 9:00
jun 4chart #1186 · 13 months outbooked thu 11:20
jun 9chart #2754 · 2 years outbooked fri 3:40
jun 11chart #4821 · 14 months outbooked thu 2:20

✓ nine chairs filled so far — from the list nobody had time to call

When it’s not sure

A good colleague knows when to ask for help.

If a benefit looks unusual or a patient asks something off-script, the agents hand it to a human rather than guess. The campaign never oversells what’s actually covered.

where it fits

The first workflow to go live.

Recall launches right after your SOP is signed off — usually week 3 — because it’s the fastest way to show value: revenue from patients you already have, before verification, intake, pickups, and the call agent come online.

  1. 1Week 1–2

    Foundation & SOP

    We get into a shared chat with your team, pull your call recordings, and build a custom SOP — services, providers, insurance rules. You edit it, we refine, you sign off.

    Learn more
  2. 2Week 3

    Marketing recall

    The first workflow to go live. We pull lapsed patients, re-verify their benefits, and launch a recall campaign — booking exams on reply.

    You are here

  3. 3Week 4–5

    Verification & intake

    Nightly insurance verification starts running. Intake forms go out before visits and verify insurance the moment a patient submits.

    Learn more
  4. 4Week 6–8

    Pickups, then calls

    Order-pickup texts switch on. Then the call agent — the hardest, highest-touch piece — goes live after-hours first, and we fine-tune it to full coverage.

    Learn more
See the whole workforce →

Reactivate the patients you already have.

20-minute demo. We’ll estimate how much unused benefit is sitting in your database right now.

HIPAA-compliantBAA providedyour data stays in your systems

the charts are already yours