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When a patient receives a treatment plan but hasn’t taken action, timely follow-up makes the difference between a plan that converts and one that fades away. The Treatment Follow-ups feature automatically identifies pending plans and generates personalized outreach messages to re-engage patients. Admins & Doctors access follow-ups.

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How it works

The system monitors treatment plans in “Proposed” status. When a plan has been pending for 7 or more days without patient action, it becomes eligible for AI-generated follow-up messaging.
1

Open Ruby Insights

Open Ruby Insights from the sidebar.
2

Go to the Recover section

Scroll to the Recover section to see all treatment plans eligible for follow-up.
3

Review generated messages

For each pending plan, the AI generates a personalized message along with tone and channel recommendations.
4

Edit and send

Adjust the message if needed, then reach out to the patient through the suggested channel.

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What gets generated for each plan

For every eligible treatment plan, you receive three things:
A message tailored to the specific patient and procedure, kept under 500 characters. The message acknowledges the patient by name, references the specific treatment discussed, and provides a clear call to action.
The AI suggests one of three tones based on the procedure type and how long the plan has been pending:
  • Gentle — for cosmetic procedures, shorter wait times, or patients who may need a soft nudge
  • Moderate — for standard dental procedures at typical follow-up intervals
  • Urgent — for time-sensitive treatments where delay could worsen the patient’s condition
A recommended communication method — WhatsApp, SMS, or email — based on message length and the type of conversation the follow-up warrants.

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Urgency classification

The AI classifies procedures by clinical urgency to determine the appropriate follow-up tone:
Urgency levelExamplesTypical tone
UrgentRoot canal for abscess, emergency extractionsUrgent — emphasizes health risk of delay
HighCrown post-root canal, periodontal treatmentModerate to urgent depending on time elapsed
MediumProsthetics, bridges, denturesModerate — focuses on quality of life benefits
LowCosmetic procedures, whitening, veneersGentle — highlights aesthetic benefits, no pressure
The urgency classification is based on the procedure type, not the patient’s specific condition. Use your clinical judgment to adjust the tone if the patient’s situation warrants it.

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Recognizing patient barriers

The AI is aware of common reasons patients delay treatment and tailors messages accordingly:

Cost concerns

Messages for higher-cost treatments acknowledge the investment and can mention that your clinic offers flexible options.

Dental anxiety

For procedures that commonly cause anxiety (extractions, root canals), messages use reassuring language about comfort and care.

Scheduling conflicts

Messages suggest flexibility in scheduling and emphasize how quickly the appointment can be completed.

Pain subsided

For patients who likely sought treatment due to pain that has since eased, messages explain why treatment is still important even after symptoms resolve.
Messages are generated as drafts. Always review before sending — you know your patient relationship better than any automated system.

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Cultural adaptation

Follow-up messages are written with the Pakistan market in mind. This means:
  • Respectful and relationship-oriented communication style
  • Acknowledgment that dental treatment is typically an out-of-pocket expense
  • Sensitivity to family decision-making dynamics for major treatments
  • Appropriate formality level based on the patient’s profile
Follow-ups are most effective when sent within the first two weeks of a plan being proposed. The longer a plan sits, the harder it is to convert — but the AI adjusts urgency and messaging accordingly.
  • AI Overview — rate limits, AI principles, and the full list of AI features
  • Revenue Forecast — see how pending treatment plans affect your projected revenue
  • Patient Retention — re-engage patients who haven’t visited in a while
  • Payment Reminders — follow up on financial obligations for accepted plans