List-based outreach campaigns for annual wellness reminders, screening due-dates, and lapsed-patient reactivation - run on a schedule your team sets.
Virtual Medical Assistant runs structured patient recall and reactivation campaigns for independent US practices - contacting overdue or inactive patients from lists the practice defines and approves, using approved scripts and outreach channels. This is a medical practice recall program, campaign-level by design and distinct from one-off patient follow-up tasks: it targets defined patient segments (overdue for a recall visit, inactive for a set period) rather than individual approved events tied to a single recent visit.
Whether your practice needs a patient reactivation campaign for patients who haven't scheduled an appointment in a year, structured recall list outreach for annual wellness visits and screening due-dates, or ongoing overdue patient outreach and inactive patient recall run on a recurring quarterly schedule, the campaign is always worked against a list your practice builds and formally approves - never a list generated independently by outreach staff. Our team does not decide which patients require clinical recall; the practice defines the list criteria, and we execute, track, and report against it, campaign after campaign, on whatever cadence your practice sets.
The first conversation is a no-cost workflow review and does not require any patient health information.
This service is particularly valuable for practices where preventive and chronic-condition care depends on patients actually returning on a schedule for follow-up - internal medicine, family medicine, cardiology, and gastroenterology practices in particular tend to carry large, ongoing recall registries that grow every quarter regardless of whether anyone is actively working them. A campaign approach turns that growing registry into a series of defined, trackable pushes instead of a permanently expanding backlog that quietly gets larger every reporting period.
| Included | Not included |
|---|---|
| Working recall lists your practice defines and approves | Deciding clinical recall intervals or which conditions require recall |
| Structured outreach to inactive-patient segments using approved scripts | One-off follow-up tied to a single approved event (see Patient Follow-Up) |
| Recording outreach attempts, outcomes, and scheduling results | Clinical judgment on whether a specific patient should be recalled |
| Tracking campaign progress (contacted, scheduled, unreachable, opted out) | Diagnosing, prescribing, or giving medical advice during any contact |
| Escalating clinically relevant responses back to the practice | Guaranteeing any specific reactivation or return-visit rate |
This service fits practices sitting on a recall list that isn't being worked systematically - not practices needing a single one-off follow-up call.
VMA does: works the approved annual wellness-visit list systematically.
Stays with you: defining who qualifies as overdue.
VMA does: runs recurring check-in campaigns against your approved list.
Stays with you: deciding clinical recall intervals.
VMA does: works screening-due lists (approved by your practice) on a schedule.
Stays with you: setting which screenings trigger recall.
VMA does: reactivates patients inactive for a defined period with tracked outreach.
Stays with you: setting the inactivity threshold.
VMA does: becomes the structured outreach effort your practice doesn't have staff to run.
Stays with you: approving the outreach script and channel.
VMA does: works recall lists at panel scale with consistent tracking.
Stays with you: reviewing campaign outcomes by provider.
A short, no-PHI conversation about your recall list sources and current reactivation effort, if any exists today.
Your practice defines and approves the recall list criteria and the outreach script before any contact begins.
The team is trained on how to log outcomes and exactly when to escalate a clinically relevant response.
Outreach is worked systematically against the approved list, with every attempt and outcome tracked.
Campaign progress is reviewed against agreed indicators, and lists can be refreshed for future campaigns.
Every campaign follows the same tracked path from an approved list to a reported outcome.
Your practice defines and approves the recall or reactivation list and criteria.
Structured outreach starts using your approved script and channel.
Every attempt is tracked: contacted, scheduled, unreachable, or opted out.
Anything clinically relevant is routed back to your practice immediately.
Full results are reported back for practice review, list refresh, or the next campaign.
Practices sometimes assume recall outreach and patient follow-up are the same thing, since both involve reaching out to a patient outside a visit. The difference is structural. Patient Follow-Up handles individual, already-approved tasks tied to a specific recent event - a missing form after last week's visit, a referral status check. Recall and Reactivation runs a defined list against defined criteria, with attempt tracking and outcome reporting across the whole segment, on a schedule your practice sets rather than triggered by a single event.
Outreach calls themselves are delivered through the same team and infrastructure as Patient Calling and Healthcare Call Support, which functions as the delivery channel for recall campaigns - so the campaign structure and the calling mechanics work together rather than as two separate vendors your practice has to coordinate and manage independently.
The success of any recall campaign starts before the first call is made - with how the list itself gets built. Practices typically pull candidates from a few sources: an EHR report of patients overdue for an annual visit, a registry of chronic-condition patients due for a check-in, or a simple query for anyone who hasn't been seen in twelve or eighteen months. None of that list-building is something this service does independently - your practice runs the query or pulls the report, applies whatever clinical criteria your providers want applied, and hands over an approved list. What we add is the discipline to actually work that list once it exists, instead of it sitting untouched in a spreadsheet next to nine other things perpetually marked "when we get time."
A well-scoped list also makes reporting more useful. A list of 40 chronic-condition patients due for a quarterly check-in produces a meaningfully different campaign than a list of 400 patients who haven't been seen in two years - different script, different expected reachability, different follow-up cadence. Defining that scope clearly during onboarding is what makes the campaign-progress reporting actually mean something to your practice, rather than a single undifferentiated number.
Practices running multiple recall categories at once - annual wellness visits, a chronic-disease management registry, and a preventive screening-due list, for example - often find it more useful to run each as a separate, clearly defined campaign rather than one large combined push, since each category tends to carry its own script, its own expected response pattern, and its own reporting needs. That segmentation decision belongs to your practice; our role is executing each approved campaign consistently once the segmentation is set.
It's rarely a lack of will. Front-desk and clinical staff generally know a recall list exists and generally agree it should be worked - the problem is that outreach calls compete directly with inbound calls, walk-ins, and every other same-day priority, and same-day priorities win every time. A recall list is, by definition, not urgent for any single patient on any single day; it's important in aggregate, over time, which makes it exactly the kind of task that gets pushed to "next week" indefinitely without a dedicated owner and a protected block of time.
Recall and Reactivation Campaigns solves that by making the list someone's actual job for the duration of the campaign, rather than everyone's shared responsibility and therefore no one's. The list gets worked on a schedule, attempts get logged the same way every time, and the campaign has a defined end point where results get reported back - rather than an open-ended, low-priority task that never quite gets picked up.
There's a compounding effect worth naming, too. A recall list that never gets worked doesn't just stay the same size - it grows every month as more patients cross the overdue threshold, which means the task gets harder to start the longer it's deferred. Running campaigns on a defined cadence, even a modest one, keeps the list from becoming an intimidating, months-old backlog that feels too large to ever fully address.
Workflow review, and your practice defines and approves the recall list criteria and outreach script.
Outreach runs against the approved list, with attempts, outcomes, and scheduling results tracked throughout.
Full campaign results are reported back, and the list is reviewed for a possible refresh or a recurring cadence.
Onboarding time depends on scope, access, training, and workflow complexity - your workflow review defines a realistic timeline for your list size and outreach channel.
Recall lists that sit unworked represent patients who are, by the practice's own criteria, due for care - but without a dedicated outreach effort, that list often stays static month after month. A structured campaign gives it a defined start, a tracked middle, and a reportable end, so your team can see what was attempted and what wasn't, campaign over campaign, instead of a vague sense that "we should really call those patients." This is operational support for running outreach consistently - not a guarantee of patient volume, revenue, or a specific reactivation percentage, both of which depend on factors outside this service's control, including patient reachability, seasonal scheduling patterns, and the specific list criteria your practice sets.
These are indicators to review campaign over campaign, not results promised in advance:
Recall and Reactivation is campaign-structured: it works a defined list against defined criteria, with attempt tracking and outcome reporting across the whole segment. If your need is a single callback, Patient Follow-Up is the right fit; if it's a list of overdue patients, this is.
Your practice does. We work whatever list and criteria your practice defines and approves - we don't independently determine which patients require clinical recall.
That's escalated back to your practice on the path agreed during onboarding. VMAs do not answer clinical questions or make clinical recommendations during outreach calls.
No. We run structured, tracked outreach; we do not and cannot guarantee reactivation rates, appointment volume, or revenue outcomes.
Attempts are logged, and unreachable or non-responsive contacts are reported back to your practice as part of campaign tracking, so you have visibility into the full list, not just the successes.
Either - campaigns can be scoped as a single push against a current list or run on a recurring basis, depending on what your assessment defines.
Channel mix is defined during your workflow review based on your patient population and approved scripts - calls, texts, and emails can all be part of an approved outreach plan.
Opt-outs are logged and respected immediately, and reported back as part of campaign tracking so your practice has an accurate record of who has asked not to be contacted.
Your team defines and approves the criteria and the resulting list. We execute outreach against the approved list; we don't independently decide clinical due-dates.
Patient Follow-Up is individual, tied to a specific recent visit. Recall & Reactivation is list-based and scheduled - think campaigns, not one-off check-ins.
No. We cannot guarantee outcomes such as response or scheduling rates; results depend on the list, patient reachability, and outreach channel.
Outreach calls are delivered through the same team and infrastructure as Patient Calling and Healthcare Call Support, which functions as the delivery channel for recall campaigns.
No. Planning the campaign structure and scripts is a workflow conversation. Working the actual list happens inside your approved systems and access, not through open channels or public forms.
Support is designed to support HIPAA-aligned workflows. Access is limited according to client-approved roles and permissions, and a Business Associate Agreement may be executed when applicable.
Scope is defined around your actual list size during the workflow review, so a small practice can run a right-sized campaign rather than committing to enterprise-scale outreach.
Onboarding time depends on scope, access, training, and workflow complexity. Your workflow review will define a realistic timeline for your list size and outreach channel.
Yes - lists and reporting can be organized by provider or across the full panel, depending on how your practice wants campaign results reviewed.
Bilingual support may be available based on staffing - this is confirmed during your workflow review rather than assumed, so scripts can be prepared accordingly if needed.
No PHI required for the initial conversation.
Tell us about your front-desk and admin workload - we reply within one business hour.
