40% of your patients won't return for their next checkup. That's £50,000-120,000 sitting dormant in your database. This step-by-step guide shows you exactly how to bring them back—with message templates, checklists, and a 7-day implementation plan you can start today.

No theory. No fluff. Just practical instructions and ready-to-use resources that work for NHS, private, and mixed practices.

📋 What You'll Get:

7 message templates you can copy and use immediately
Database audit checklist to identify your dormant patients
Recall system calculator (by treatment type)
7-day implementation plan with daily tasks
Excel template for tracking results

Reading Time: 6 minutes | Last Updated: December 5, 2025

Step 1: Audit Your Current Patient Database

Before you can improve retention, you need to know where you stand. Here's exactly how to audit your patient database:

🔍 Database Audit Checklist

Export patient list from your practice management system (Dentally, Exact, SOE, etc.)
Add "Last Visit Date" column and sort by most recent
Create segments:
- Active: Visited in last 6 months
- At-Risk: 6-12 months since last visit
- Dormant: 12-24 months since last visit
- Lapsed: 24+ months since last visit
Calculate opportunity: Dormant patients × £150 avg appointment = £_______
Note treatment types: Who needs hygiene, fillings, crowns, etc.?

💡 Quick Calculation: Average UK dental practice has 3,500 patients. If 40% are dormant (1,400 patients) × £150 = £210,000 in dormant revenue. Even reactivating 10% = £21,000.

Step 2: Set Up Treatment-Specific Recall Cycles

Not all patients need the same recall schedule. Here's how to segment properly:

📅 Recall Schedule by Treatment Type

Patient Type	Recall Interval	Reminder Timing
Hygienist patients	3 months	2 weeks before due
General checkup (low risk)	6-12 months	3 weeks before due
Periodontal/high risk	3 months	2 weeks before due
Crown/bridge work	12 months	1 month before due
Orthodontic (active)	4-6 weeks	1 week before due

✅ Action Item: Review all patients currently on 6-month recalls. Move high-risk and periodontal patients to 3-month cycles today. Update 20 patients this week.

Step 3: Copy These 7 Message Templates

Use these exact templates—just fill in the blanks with your practice details:

Template 1: Hygienist Recall (3 Months)

📧 Subject: Time for your hygienist appointment, [First Name]

            Hi [First Name],

            It's been 3 months since your last hygienist appointment with [Practice Name].

            Regular cleanings are important for maintaining healthy gums and catching any issues early.

            Book your next appointment:

            📞 Call: [Phone Number]

            💻 Online: [Booking Link]

            We have availability this week with [Hygienist Name].

            Best regards,

            [Your Practice Name]

When to send: 2 weeks before 3-month due date | Success rate: 35-40% book within 48 hours

Template 2: General Checkup Reminder (6 Months)

📧 Subject: Your 6-month checkup is due, [First Name]

            Hi [First Name],

            Time flies! It's been 6 months since your last visit to [Practice Name].

            Your next checkup is due to ensure everything stays healthy. We recommend booking soon while we have good availability.

            Quick links:

            📅 Book online in 60 seconds

            📞 Call us: [Phone Number]

            Looking forward to seeing you,

            [Your Name]

When to send: 3 weeks before 6-month due date | Success rate: 25-30% response rate

Template 3: Dormant Patient Reactivation (12-18 Months)

📧 Subject: We miss you at [Practice Name], [First Name]

            Hi [First Name],

            We noticed it's been over a year since your last visit to [Practice Name]. We hope you and your family are well!

            Your dental health is important to us. Even if you're not experiencing any problems, regular checkups help catch issues early.

            We'd love to see you back:

            📞 Call [Phone Number] to book

            💻 Or book online: [Booking Link]

            We have morning, afternoon, and evening appointments available.

            Best wishes,

            The team at [Practice Name]

When to send: 12-18 months after last visit | Success rate: 15-20% reactivation rate

Template 4: For Anxious Patients

📧 Subject: We're here to support you, [First Name]

            Hi [First Name],

            We understand that dental visits can feel stressful—you're not alone. Many of our patients feel the same way.

            At [Practice Name], we:

            • Take things at your pace

            • Explain everything before we do it

            • Offer breaks whenever you need

            • Can discuss sedation options if helpful

            Your comfort and care are our priority. Would you like to chat about your concerns before booking?

            Call [Phone Number] and ask for [Staff Name] who can help.

            Kind regards,

            [Your Name]

When to use: For patients who note anxiety in records | Success rate: 20-25% higher response vs generic message

Template 5: Treatment Plan Follow-Up (1 Week After)

📧 Subject: How are you feeling after your treatment, [First Name]?

            Hi [First Name],

            Just checking in—how are you feeling after your [treatment type] last week?

            I wanted to remind you about the next phase of your treatment plan:

            • [Next treatment name]

            • Recommended timing: [timeframe]

            • Why it's important: [brief clinical reason]

            Let's get this scheduled while you're thinking about it. Would [date option 1] or [date option 2] work better for you?

            Reply to this email or call [Phone Number].

            Best regards,

            [Dentist Name]

When to send: 7 days after initial treatment | Success rate: 25-30% treatment acceptance increase

Template 6: Periodontal/High-Risk Patients (3 Months)

📧 Subject: Your 3-month gum health review is due, [First Name]

            Hi [First Name],

            It's been 3 months since your last periodontal maintenance visit.

            Because of your gum health history, we recommend 3-month intervals to:

            • Monitor your gum health closely

            • Remove any buildup early

            • Keep your treatment on track

            Let's keep your gums healthy:

            📞 Call [Phone Number]

            💻 Book online: [Booking Link]

            This is clinically important for your ongoing care.

            Best regards,

            [Your Hygienist/Dentist Name]

When to send: 2 weeks before 3-month due date | Success rate: 40-45% (higher because clinical necessity)

Template 7: Very Lapsed Patients (24+ Months) - Final Attempt

📧 Subject: Important: It's been 2 years since your last checkup

            Dear [First Name],

            Our records show it's been over 2 years since your last visit to [Practice Name].

            Your dental health is important to us. Even without symptoms, regular checkups can:

            • Catch problems early (before they're painful or expensive)

            • Prevent gum disease progression

            • Keep your smile healthy long-term

            We'd love to see you back:

            Book this month and mention this email for priority scheduling.

            📞 Call: [Phone Number]

            💻 Online: [Booking Link]

            This is your final reminder from us—we won't continue to contact you unless we hear back.

            Wishing you well,

            [Your Practice Name]

When to send: 24+ months after last visit | Success rate: 5-10% (final attempt but respectful)

Your 7-Day Implementation Checklist

Print this checklist and tick off each task as you complete it. By Day 7, you'll have a working patient retention system.

📅 Day 1: Monday - Database Audit

☐ Export patient list from practice management system

☐ Add "Last Visit Date" column

☐ Sort by most recent visit

☐ Count patients in each segment (Active/At-Risk/Dormant/Lapsed)

☐ Calculate dormant revenue: ______ patients × £150 = £______

📅 Day 2: Tuesday - Set Up Recall Segments (30 minutes)

☐ Review recall table above

☐ Add "Treatment Type" column to your spreadsheet

☐ Tag all hygienist patients (3-month recall)

☐ Tag all periodontal patients (3-month recall)

☐ Tag crown/bridge patients (12-month recall)

☐ Update 20 patients' recall cycles in your system TODAY

📅 Day 3: Wednesday - Copy Templates (15 minutes)

☐ Copy Template 1 (Hygienist Recall) from above

☐ Copy Template 2 (General Checkup) from above

☐ Copy Template 3 (Dormant Patient) from above

☐ Replace [Practice Name], [Phone Number], [Booking Link]

☐ Save templates in a Word/Google Doc for easy access

📅 Day 4: Thursday - Test Group Selection (15 minutes)

☐ Select 20 dormant patients (12-18 months since last visit)

☐ Select 15 patients due for hygienist appointment

☐ Create a simple Excel tracker with columns: Name, Last Visit, Template Used, Date Sent, Response (Yes/No)

📅 Day 5: Friday - Send First Batch (30 minutes)

☐ Send Template 1 to 15 hygienist patients

☐ Send Template 3 to 20 dormant patients

☐ Log in your tracker spreadsheet

☐ Set reminder to check responses Monday morning

📅 Day 6-7: Weekend - Monitor & Adjust

☐ Check email/phone for responses

☐ Update tracker with bookings

☐ Calculate response rate: _____ responses ÷ 35 sent = _____%

☐ Note what worked best (which template, which segment)

☐ Plan next batch for Monday (repeat with new patients)

🎯 Target Results After Week 1

5-8

New bookings

20-25%

Response rate

£750-1,200

Revenue recovered

Your Next Steps (Start Today)

You now have everything you need to increase patient retention by 35%. Here's what to do right now:

✅ Immediate Actions (Next 30 Minutes)

Print this guide - You'll reference the templates repeatedly
Copy the 7 message templates into a Word/Google Doc
Export your patient list from your practice management system
Set a calendar reminder for Monday to start Day 1 of the implementation plan
Share this guide with your practice manager/reception team

💡 Pro Tip: Start Small, Scale Fast

Don't try to implement everything at once. Start with hygienist recalls only (Template 1). Once you see results (usually within 2 weeks), add the dormant patient campaign. Build momentum with wins.

📊 Want Your Database Audited for Free?

Send us your patient export (anonymised) and we'll tell you exactly how much revenue is dormant, which segments to target first, and your projected ROI.

Book Free 30-Minute Audit Call

No obligation. No pitch. Just actionable data about your practice.

At Corua, we help dental practices implement these exact systems—automated, intelligent, and working alongside your existing software (Dentally, Exact, SOE, Software of Excellence, etc.). We handle the technical setup so you can focus on dentistry.

How to Increase Patient Retention in Your Dental Practice: 7-Day Implementation Guide