How to recall patients for check-ups and vaccinations: the calls and consent
Sado AI team · · 4 min read
In short
Calling patients who are due for a check-up or vaccination helps both the clinic and the patient, but only with the right list. Call only your own patients and people who agreed to reminders, never a bought database. The list holds name, phone, reason and last visit date, never a diagnosis. In the call, give the reason briefly, offer two times and leave medical questions to the doctor. Remove anyone who says “don’t call” from the list at once.
Who you may call
This call helps the patient: they won’t forget the check-up. But it mustn’t turn into an advert. A simple rule:
- Yes: patients treated at your clinic who agreed to reminders.
- Yes: parents who brought a child for a vaccination and asked to be reminded of the next one.
- Yes: patients the doctor told to “come back in six months”.
- No: numbers bought or taken from anywhere else.
- No: anyone who said “don’t call me”; they aren’t called again.
Note where and when consent was given: for example, a tick on the intake form or a question at registration. Uzbekistan has a law on personal data: if in doubt, ask a lawyer.
Preparing the list
| Column | What goes in it |
|---|---|
| Name | Patient’s name; for a child, the child’s and the parent’s names |
| Phone | The number the patient consented on |
| Reason | Neutral words: “annual check-up”, “next vaccination”, “teeth cleaning” |
| Last visit | Date and doctor |
| Language | Uzbek or Russian, if you know |
| Consent | Where and when it was given |
Never put a diagnosis, test results or medical history in the list: the call doesn’t need them.
What to say
- Say who you are and check it’s the patient. If someone else answers, don’t give the reason.
- Give the reason in one sentence: “It’s been a year since your last check-up, so your annual one is due.”
- Offer two exact times.
- Give the preparation by the clinic’s rules.
- If they don’t want to, thank them and ask: “Shall we remind you later, or not call at all?” Note the answer.
Sample: a call about the next vaccination
Parents often ask about the vaccine. Don’t make up an answer on the phone: the doctor answers questions at the visit.
Sado: Assalomu alaykum, this is Malika from Bolajon children’s clinic. Am I speaking to Samira’s mother?
Caller: Yes, I’m her mother.
Sado: Our doctor noted that Samira’s next vaccination is due this month, so I’m calling to remind you. Tuesday at ten or Thursday at four is free.
Caller: Does this one cause a fever? Last time she had a hard time.
Sado: The doctor will explain that in detail at the visit; it’s best to ask her. Shall I book Thursday at four?
Caller: Yes, Thursday.
Sado: Done, Thursday at four. Please bring her vaccination card. We’ll remind you the day before.
Calling rules
- Hours: for example, weekdays 10:00–19:00, Saturday 10:00–14:00.
- Attempts: if there’s no answer, try once more on another day at another time. Two or three attempts at most.
- Daily limit: don’t book more patients a day than the clinic can see.
- Don’t call at iftar time during Ramadan or during Friday prayers.
- Be able to stop the campaign at any moment, for example if a doctor falls ill.
Running the campaign with an AI operator
You upload the list as an Excel file in the Auto-calls section of Sado’s AI outbound calls, or connect a Google Sheet. Calling hours, a daily limit and the stop button are yours. The operator, Malika or Shohruh, talks with each patient live in Uzbek or Russian, books the visit, and never calls again a number that said “don’t call me”.
It’s a two-way conversation, not a recording: the difference is in autodialer or AI operator. The portal shows the outcome: how many were reached, booked or refused. More: AI phone receptionist for clinics. Try it live or call 78 778 01 23.
Questions
May we call patients to invite them for a check-up?
Reminding your own patient of a check-up, when they agreed, is part of the clinic’s service. Note where consent came from, and if in doubt, ask a lawyer.
What if a patient says “don’t call me”?
Thank them and remove the number from the list. With Sado, such a number isn’t called again.
Can we add a special offer to the call?
Be careful: a discount turns a reminder into an advert. If you add one, only for people who agreed to marketing, and in one short sentence.