Surface patients overdue for preventive care from ehr data
Transform how healthcare clients manage their schedules by automatically identifying and contacting patients overdue for care. This creates an immediate, high-margin analytics offering for your MSP while directly recovering lost revenue for practices.
The problem today
$8,000
lost monthly from missed preventive care visits
20 hours
wasted weekly on manual patient outreach
35%
no-show rate draining daily practice profitability
Maria Delgado is the office manager at a 3-provider family medicine practice in the suburbs of San Antonio. She keeps a handwritten list of patients she meant to call about overdue screenings taped to her monitor — a list that hasn't gotten shorter in three months.
01The Problem
Manual list-building resets every Monday; the backlog never shrinks and overdue patients stay unreached.
Diabetic and preventive care gaps compound silently until a patient arrives in crisis or stops returning.
Voicemail attempts go unlogged, leaving no record of who was contacted, who responded, or who was skipped entirely.
A five-figure revenue gap sits inside the EHR, invisible to the practice owner and untouched by staff.
High-risk patients repeat the same no-show pattern because nothing flags it or triggers a different outreach.
Clinical risk and lost appointment revenue stay unmeasurable — Maria can't report what no one has counted.
02The Solution
Solution Brief
Fictional portrayal · illustrative
- Maria manages recall outreach between check-ins, referrals, and phones
- Handwritten list on her monitor unchanged for three months
- 200–400 overdue patients sitting uncontacted inside the EHR
- Five-figure revenue gap compounds every week the list stalls
- No-shows at $150–$300 each absorbed without visibility
- High-risk diabetic patients resurface only in crisis
- Maria's doctor asks about recall; capacity never catches up
- Agent connects to existing EHR; builds live, prioritized worklist daily
- Scores patients by health risk and booking likelihood
- Sends personalized text, email, or voice outreach without staff input
- Every attempt logged and timestamped — response rate visible in real time
- Bundles with HIPAA monitoring and VoIP under one managed analytics layer
“I had a list of patients I kept meaning to call. Same list for months. I felt guilty every time I looked at it. Now those patients are getting texts before I even know they're overdue, and half of them are already scheduled. I didn't realize how much we were just letting walk away.”
— Maria Delgado is the office manager at a 3-provider family medicine practice in the suburbs of San Antonio
03What the AI Actually Does
Overdue Patient Surface Engine
Connects directly to the practice's EHR or PMS and continuously scans patient records to identify anyone overdue for preventive services — cleanings, physicals, diabetic screenings, eye exams. Produces a live, prioritized worklist so nothing stays invisible.
Patient Risk Scorer
Ranks overdue patients by clinical risk level and likelihood to book, so staff and automated outreach focus first on the patients who matter most — not just whoever is easiest to reach.
Automated Recall Outreach
Sends personalized appointment reminders and recall messages via SMS, email, and voice — triggered automatically based on overdue status and patient preferences — without requiring any manual effort from front desk staff.
Practice Revenue Intelligence
Generates monthly dashboards and reports showing the dollar value of the overdue patient backlog, no-show patterns, and recall campaign performance — giving the practice owner a clear number to point to instead of a vague sense that revenue is being lost.
04Technology Stack
Weave (Elite Plan)
$499/month per location + $750 one-time setup fee
Primary patient engagement and recall automation platform. Provides automated recall messaging (SMS, email, voice), two-way texting, online scheduling…
AWS Account (HIPAA-Eligible Services)
$40–$80/month for a typical single-practice deployment
Cloud infrastructure for the custom AI analytics engine. Uses Lambda (serverless compute), API Gateway (REST API), RDS PostgreSQL (patient analytics d…
Anthropic Claude API (with BAA)
$50–$100/month for moderate usage (Claude Sonnet 4.6: $3/MTok input, $15/MTok output)
AI language model API for generating personalized patient recall messages, analyzing patient visit patterns, producing natural language insights in mo…
Twilio (HIPAA-Eligible)
$50–$150/month (phone number: $1.15/mo, SMS: $0.0079/msg, voice: $0.014/min)
HIPAA-eligible communication API for the custom AI recall system. Handles programmatic SMS sending/receiving for the AI conversational agent, voice ca…
Supabase (Self-Hosted or Pro Plan)
$25/month per project
PostgreSQL database and authentication layer for the custom AI analytics dashboard. Stores synced patient recall data, risk scores, outreach history, …
Retool (Business Plan)
$10/user/month (typically 2–3 users: practice manager + MSP admin)
Low-code internal tool builder for creating the practice-facing analytics dashboard. Connects to the Supabase/PostgreSQL database to display overdue p…
FortiGate FortiGuard Security Subscription Bundle
$250/year
Security subscription for the FortiGate 40F firewall including IPS, web filtering, antivirus, and application control. Required for HIPAA-compliant ne…
05Alternative Approaches
Turnkey SaaS Only (No Custom AI)
$250–$500/month
Deploy only Weave (or Solutionreach, RevenueWell, or Adit) as a standalone patient engagement platform without the custom AI analytics engine. The SaaS platform handles all recall automation, messaging, and basic reporting out of the box. No AWS infrastructure, no custom code, no AI API integration needed.
Strengths
- Lower overall cost — $250–$500/month vs. $500–$700/month for SaaS + custom AI stack
- No upfront development cost
- Significantly simpler — 2-week implementation vs. 4 weeks
- No AWS/Python expertise needed; general IT skills sufficient
Tradeoffs
- Limited to template-based messaging with no AI personalization
- Basic recall lists only — no risk scoring
- Vendor-provided reporting only — no custom analytics
- Low differentiation — any MSP can resell the same SaaS
Best for: MSPs without cloud development expertise; solo practices with under 1,000 active patients; practices wanting fastest time to value; initial deployments that can be upgraded to custom AI later
Solutionreach Instead of Weave
$300–$500/month (custom quote required)
Use Solutionreach as the primary patient engagement platform instead of Weave. Solutionreach has been in the market for 23 years and integrates with over 400 PMS/EHR systems, making it the broadest integration option. Pricing is per-location rather than feature-tiered.
Strengths
- Broadest PMS/EHR integration — 400+ systems supported
- Stronger for multi-specialty or multi-location practices
- Better EHR integration for medical practices
Tradeoffs
- Pricing less transparent — requires custom quote ($300–$500/month estimated)
- No bundled VoIP phones
- Weaker all-in-one value compared to Weave
- Same implementation complexity as Weave
Best for: Practices using a less common EHR/PMS not supported by Weave; multi-location medical groups needing unified engagement across specialties; practices that already have a VoIP phone system
RevenueWell for Budget-Conscious Dental Practices
$189/month
Deploy RevenueWell as the recall platform at $189/month — the lowest-cost turnkey option. RevenueWell focuses specifically on dental practices and includes recall automation, patient marketing campaigns, digital forms, and online scheduling.
Strengths
- Lowest SaaS entry point at $189/month vs. $399–$499/month for Weave
- Significant savings for price-sensitive solo dental practices
- Strong marketing features including email campaigns and social media integration
- Same low implementation complexity as other SaaS options
Tradeoffs
- Dental-only — not suitable for medical practices
- Fewer all-in-one features than Weave
- No bundled VoIP
- Limited payment processing
Best for: Single-location dental practices with tight budgets wanting effective recall automation without the premium price, that already have a separate VoIP/phone solution
Fully Custom AI Build (No Turnkey SaaS)
$100–$200/month ongoing + $8,000–$15,000 upfront development
Build the entire recall system from scratch using custom AI components without any turnkey SaaS platform. Uses the PMS sync agent, Claude API for message generation, Twilio for all messaging, and the Retool dashboard — but no Weave or Solutionreach. The MSP owns and operates the complete stack.
Strengths
- Lowest ongoing cost at $100–$200/month (cloud + API costs only)
- Maximum flexibility and customization
- Highest differentiation — fully proprietary offering
- MSP can tailor every aspect of the system
Tradeoffs
- Requires $8,000–$15,000 upfront development investment
- Highest complexity — requires Python development, AWS architecture, and ongoing code maintenance
- Only viable for MSPs with in-house developers
- Loses Weave's VoIP integration, patient pop-ups, payment processing, and review management
Best for: MSPs building a dedicated healthcare vertical with development resources, targeting 10+ dental/medical practice clients where development cost is amortized across the portfolio
Dental Intelligence + Outreach Platform
$550–$650/month combined
Use Dental Intelligence ($399/month) as the primary analytics and recall identification engine, paired with a lightweight communication tool like Doctible ($149–$250/month) or Emitrr ($149/month) for patient outreach. This separates the intelligence layer from the communication layer.
Strengths
- Dental Intelligence provides the deepest practice analytics in the dental market
- Comprehensive analytics beyond just recall — production tracking, hygiene goals, provider scorecards, treatment acceptance
- Strong fit for data-driven practices and DSOs
Tradeoffs
- $550–$650/month combined — similar cost to primary approach but split between two vendors
- Requires integrating two platforms that may not natively connect
- Limited to dental only — Dentrix, Eaglesoft, Open Dental integrations only
- Not suitable for medical practices
Best for: Data-driven dental practices and DSOs that want comprehensive practice analytics beyond just recall, where the practice manager or owner is analytically minded and willing to act on insights
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