One dental client had 800 patients who hadn't been in for 18+ months. Three emails later, here's exactly what happened and the numbers behind it.
The request was straightforward. Our team received a spreadsheet containing 812 patient records, all showing an overdue status of eighteen months or more. The practice manager simply asked, 'Can you help us re-engage these patients?' We absolutely could.
The sequence
Three emails over twelve days. No promotions, no discounts, no clever subject lines. Just a calm reminder that it had been a while, a one-click booking link, and a phone number for anyone who preferred to call.
- Email 1 - a friendly check-in from the dentist by name.
- Email 2 (day 5) - a short note about why regular checkups matter at their life stage.
- Email 3 (day 12) - a 'we'll close your file unless we hear from you' nudge.
The numbers
127 patients booked within three weeks. Average treatment value $315. Total revenue recovered in the first 90 days: $40,005. Setup cost: under $2,000. Ongoing cost: a few hours of admin time per month.
Dormant patient lists are the most under-used asset in independent healthcare. The relationship already exists - you just have to reopen the door.
The same playbook works for vets, physios, optometrists, and any service business with a recall cycle. If you've got a list and haven't emailed it in six months, you're sitting on revenue.
