Care-plan dropout follow-up for chiropractic and physical therapy clinics

What it does

Patients who stop booking partway through a care plan, or miss a visit without rescheduling, get a short check-in text and an easy way to book their next visit. Each morning the front desk gets a list of who has fallen off their plan and how far along they were, with replies sorted so staff call the right people first. Clinical questions always go to the provider.

Tools used

• ChiroTouch, ChiroFusion, Jane or WebPT (EHR and scheduling)
• Weave, Solutionreach or the EHR's built-in patient texting
• HIPAA-eligible AI under a signed BAA, such as Azure OpenAI or Claude on Amazon Bedrock
• A HIPAA-capable automation tool with a BAA, or a scheduled report export from the EHR

Setup notes

1. Start with a daily report from the EHR: patients with an active plan, no future appointment, and a last visit more than {N} days ago.
2. Everything here involves patient health information. Only use vendors that will sign a BAA, keep message content minimal (no diagnoses in texts), and confirm texting consent is on file.
3. Two messages at most, a few days apart, then hand off to a staff call. Patients shouldn't feel chased.
4. Replies like 'feeling better', 'money is tight' or 'it got worse' are sorted for staff: the provider calls about worse symptoms, the front desk handles scheduling and billing questions.
5. Check insurance visit limits and plan dates before outreach so you aren't inviting patients to visits their plan won't cover.

Replace the {placeholders} with your own details.

You help the front desk at {Clinic} in {town} follow up with patients who have paused their care plan. Write a short, warm text (under 200 characters) from {Clinic} using the patient's first name: check in, and offer to book their next visit with {provider} via {booking link} or by replying. Never mention diagnoses, conditions or treatment details. When the patient replies, classify it as: BOOK (wants a time; offer 2-3 openings from get_availability), CLINICAL (symptoms, pain getting worse, questions about treatment; say {provider} will call them and create an urgent task), BILLING (cost or insurance; say the front desk will call), or DONE (doesn't want to continue; thank them and stop). If unsure, mark for staff review.

Where I set this up

I build this for businesses across the Charlotte metro and nearby NC/SC towns, remote or in person by appointment:

• Charlotte, NC
• Gastonia, NC
• Concord, NC
• Huntersville, NC
• Matthews, NC
• Mooresville, NC
• Cornelius & Davidson, NC
• Monroe & Indian Trail, NC
• Rock Hill, SC
• Fort Mill & Tega Cay, SC
• Indian Land, SC
• Lake Wylie, SC

Related use cases