Routine rechecks stop depending on memory. Every visit sets the next recall date according to the interval your practice defines, the calendar holds the whole year, and outreach goes out on time whether that is a six month clean, an annual review, or a three month follow-up. The people who used to fall through the gap simply stop falling through it.
Start from the When Free. It is a live Taskade Genesis app that lays dates and availability out on a calendar, which is the surface a recall list has to live on. It does not yet know your intervals. Move something, then clone it into your own workspace in about ten seconds and set your own recheck timing on top of it.
The build gives you a recall record per person and recall type, an interval rule you write in plain language, a due date the app calculates, a multi-touch outreach sequence for each due recall, a booked state that closes the loop, and an AI agent that notices when somebody is well past due and escalates instead of sending a fifth identical message. It also handles the case that breaks most spreadsheets: a person with three different recall types running on different clocks.
The recall book reads in several shapes:
- Calendar view as the year at a glance, every recall on its due month
- Table view for the full register with intervals, last visit, and next due
- Board view to move recalls through due, contacted, and booked
- List view for this week's outreach in one focused pass
- Plus the rest of the 7 project views
Automations run the clock. On paid plans, Taskade automations send the first outreach when a recall becomes due, follow up on your schedule, and close the recall when a new appointment appears. Across 100+ bidirectional integrations, your booking tool pulls new appointments in while Gmail pushes outreach out.
The AI agents carry 34 built-in tools including persistent memory, so the second message references the first rather than repeating it, and someone who has already replied is never chased again.
Workspace DNA is what makes a recall book survive a busy year. Memory holds every recall type, its interval, and the last visit it was measured from. Intelligence, drawing on 15+ frontier models from OpenAI, Anthropic, Google, and open-weight providers, writes each touch so the second message builds on the first. Execution calculates the due date, sends on time, and closes the recall the moment a booking appears. A year of intervals runs without anyone maintaining a diary.
Running it in your practice
- List your recall types and intervals. Write them the way your practice states them, and let the app do the date arithmetic from the last visit.
- Clone the app and import your existing recalls. Even an approximate starting list gives you a working calendar in an afternoon.
- Decide your outreach shape. Two or three touches spread over a few weeks recovers most people, and a fourth rarely adds anything.
- Connect your booking tool. Closing the recall automatically when an appointment appears is what stops people being contacted after they have already booked.
- Review the lapsed list quarterly. People who did not respond to the full sequence are a decision for a person, not another automated message.
The measurable outcome is how many recalls convert into booked appointments, which most practices have never been able to see before.
Clone it, invite the team, and the intervals are yours. Change a recall period, add a new type, or pause a category entirely without touching anything else.
Where to go next: read recurring runs for the timing model, browse the Community Gallery for cadence apps other practices publish, or open automate for the wider picture. This pairs with the post visit follow up for the near term, and with the cancellation waitlist when a recall wants an earlier slot.
Frequently Asked Questions
Who decides the recall interval?
Your practice, entirely. You write the intervals per recall type in plain language and the app calculates due dates from them. The app never proposes a clinical interval of its own.
Can one person have several recalls running?
Yes. Each recall type is its own record with its own clock, so a person can be due for one thing in March and another in September without the two interfering.
What happens when somebody books?
The recall closes and the next one is scheduled from the visit date. That keeps the interval accurate rather than drifting from an original theoretical date.
How many times will it contact someone?
As many as you specify, and no more. After the last touch the recall moves to a lapsed state for a human to decide about, which is usually the right place for that judgement.
Can we see how effective recall outreach is?
Yes. The table shows due, contacted, and booked counts per recall type, so you can see which intervals and which messages actually bring people back.
Does it work for a practice with several providers?
Yes. Recalls carry a preferred provider, so the outreach can offer the right diary and the reporting splits by provider without extra setup.
Is the app deciding who needs a recheck?
No. It applies the rules your practice writes and tracks the outreach. Deciding whether a recall is appropriate for a particular person stays with your clinicians.
