Recall and Reactivation Call Log
A call log sheet for recording recall and reactivation calls and what happened on each.
Practice: Week of: Caller:
Suggested script: "Hello, this is [name] from [practice]. We're reaching out because our records show you may be due for a visit. Is now a good time for a quick moment?" If voicemail, leave only your name, the practice name and phone number, and ask for a call back. Do not mention treatment or health details on voicemail.
| Date | Time | Patient (first name + chart #) | Phone / email | Attempt # | Outcome (circle) | Booked for | Next step / date |
|---|---|---|---|---|---|---|---|
| 1 2 3 | Booked / VM / No answer / Call back / Declined / Wrong # | ||||||
| 1 2 3 | Booked / VM / No answer / Call back / Declined / Wrong # | ||||||
| 1 2 3 | Booked / VM / No answer / Call back / Declined / Wrong # | ||||||
| 1 2 3 | Booked / VM / No answer / Call back / Declined / Wrong # | ||||||
| 1 2 3 | Booked / VM / No answer / Call back / Declined / Wrong # | ||||||
| 1 2 3 | Booked / VM / No answer / Call back / Declined / Wrong # | ||||||
| 1 2 3 | Booked / VM / No answer / Call back / Declined / Wrong # | ||||||
| 1 2 3 | Booked / VM / No answer / Call back / Declined / Wrong # |
Weekly totals
Calls made: Reached: Booked: Left voicemail: Declined: Wrong number:
Notes and follow-ups
Set your own rules with your office manager for how many attempts to make and how long to wait between them. Record "do not contact" requests in the patient record right away. Follow HIPAA (US) / your provincial privacy law (Canada) and your office policy. Check the rules for calls and texts that apply to you.
A starting point. Adjust it to your office policy.