Automated Surveys and Recalls
Send automated surveys and recall messages to keep patients engaged after visits and support follow-up communication.
Updated
Overview
The Automated Surveys and Recalls feature helps your clinic stay connected with patients, even after their visit.
It automatically sends satisfaction surveys after completed appointments and creates recall tasks to remind patients when it’s time for a follow-up or check-up. This ensures continuous communication, improved patient experience, and stronger long-term retention without manual effort.
Why It Matters
Improves patient loyalty: Encourages repeat visits through timely recalls.
Collects valuable feedback: Measure satisfaction right after appointments.
Saves staff time: No need to manually message patients.
Prevents patient loss: Every completed treatment can trigger a future recall.
Keeps your schedule full: Automations help maintain a steady patient flow.
1. Automated Patient Feedback Surveys
When an appointment is marked as Completed, Medicasimple automatically sends a feedback message to the patient.
The message includes a link to your custom feedback form, allowing you to collect experience insights directly.
How to Set It Up
Go to Settings → SMS Settings → SMS Automation
Find the "Patient Feedback" section
Choose how long after the appointment the message should be sent (e.g. 180 days, or immediately)
Click "Preview" to review or edit the message
Activate the toggle and "Save"
Example Message
Dear {name}, we would like to improve our services at the clinic.
Please take a minute to share your appointment experience with us: {custom-form-link}
How to View Responses
Open the patient profile → Forms tab to see individual responses
Or go to Settings → Forms → [Select Form] → Responses → Export (Excel) for a full overview
Recalls
The Recall feature allows clinics to automatically or manually remind patients when it’s time for a follow-up, hygiene visit, or post-treatment check-up.
You can create recalls manually from the patient profile, or automate them based on treatment completion; ensuring that no patient is ever forgotten.
Where to Find
You can access and manage all recalls from:
Tasks → Recall tab
Here, you’ll see:
Task name and description
Assigned employee and department
Due date and repeat frequency
Patient information and recall status
How to Create a Recall
Option 1: From Quick Actions
You can add a new recall anytime directly from the top-right Quick Actions menu:
→ Click Add Recall
→ Fill out the required details:
Employee (responsible person)
Department
Patient (auto-filled if selected from profile)
Due date
Optional repeat interval (e.g. every 2 days)
Description or note
Then click Create to save.
Option 2: From Patient Profile
Go to a patient’s profile → Contact tab → Recall Operations → Add Recall
You can define:
Task title
Responsible staff
Recall date
Notes or follow-up instructions
This recall will then appear automatically in your Tasks → Recall list.
Option 3: Automatic (Based on Treatment Type)
Go to Settings → Treatment Settings
Select a treatment (e.g. “Implant Control”)
Click Recall Automation
Define after how many days the recall should be created (e.g. 180 days)
Save
When that treatment is completed, the system automatically creates a recall record and schedules its message accordingly.
SMS Automation
If you have SMS automation enabled for Recalls, the patient will automatically receive a reminder message before their recall date; without manual action from staff.
This message can include your clinic’s name, phone number, and recall purpose.
How to Set It Up Recall Reminders
Go to Settings → SMS Settings → SMS Automation
Find the "Recall Reminder" section
Set the time interval (e.g. 180 days), this defines when the recall will be generated after treatment
Edit the recall message template if needed
Turn on the automation and click "Save"
Once active, Medicasimple will automatically create recall tasks and send recall messages to patients whose recall dates are approaching.
💡 Best Practices
Assign recalls to the right staff for better accountability.
Set realistic due dates (e.g. 6 months for hygiene, 1 year for implants).
Keep notes brief but actionable e.g. “Remind patient to book hygiene check-up.”
Combine recalls with Automated SMS for best follow-up performance.
Summary
The Automated Surveys and Recalls feature turns post-treatment communication into a smooth, fully automated workflow.
You collect feedback automatically, remind patients to return on time, and strengthen long-term trust; all without adding extra work to your team’s day.