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Recall Program Audit Checklist

A 24 point checklist for auditing a small practice's patient recall program, from the due date field to the monthly numbers.

Download the checklist (.txt)

Reviewed for 2026, updated September 8, 2026.

Most recall programs do not fail in one place. They leak a little at the data layer, a little in the reminder sequence, a little at the booking step, and the total looks like recall simply does not work. This checklist walks through every stage covered in our guide so you can see exactly where your own program leaks. It is written for owners and office managers of small dental, medical, vision, chiropractic, and similar practices, and it applies whether you run recall from a spreadsheet or from software.

Work through it once as an honest audit, then keep it as a quarterly review. Tick an item only if it is true today, not if it is the plan. The items are grouped in the order the guide follows: data, list ownership, reminders, closing the loop, privacy, and measurement. Anything left unticked is a candidate for the next thing to fix, and the ones near the top usually matter most because everything downstream depends on them.

  • Every patient record has a recall type and a next due date set by the clinician at checkout
  • Recall intervals live in a structured field, not in free text notes or someone's memory
  • Duplicate charts have been merged so no patient is recalled twice or missed entirely
  • Patients who moved, transferred care, or asked not to be contacted are marked inactive
  • Phone number, email, and mailing address are confirmed at every visit, not only at intake
  • Each record shows the patient's preferred contact channel and any consent given or withdrawn
  • One named person owns the due list, even when others help with calls and texts
  • The list is pulled every week and covers patients due in the next 30 to 60 days plus everyone overdue
  • Due patients are grouped into tiers: coming due, recently overdue, and long overdue
  • A contact log records who was reached, on which channel, on what date, and what happened
  • The reminder sequence is written down with timing, channel, and owner for each touch
  • Messages use the patient's name, a general visit type, and one clear action to take
  • Messages carry no diagnosis, test result, or procedure detail
  • Reminders respect quiet hours and vary the channel rather than repeating the same text
  • The sequence stops the moment a patient books or opts out
  • Replies to texts and emails are seen and answered the same business day
  • The booking link works without an account and asks only for what is needed to book
  • Pre-appointing the next visit at checkout is offered to every patient
  • Confirmation reminders go out a few days before and the day before each recall visit
  • A short notice list exists so a cancellation can be refilled instead of lost
  • Every vendor that touches patient contact data has signed a business associate agreement
  • Opt-outs are honored immediately and permanently across every channel
  • Access to recall lists is limited to staff who need it, and exports are avoided
  • Recall rate, reach rate, booking rate, and show rate are defined in writing and reviewed monthly
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