Cut Admin Time and Boost Patient Engagement

Hello, practitioners! I’m Dr. Jodi Dinnerman, the founder and creator of Staffless Practice. My mission is simple: to help you cut admin time in half while doubling patient visits—without wasting time on what doesn’t work. One key to success? Knowing when to implement a system versus hiring more staff.
The Power of Systems Over People
Too often, practitioners think they need more staff to handle admin tasks, when in reality, a system would be more efficient. Use automation for the routine tasks, and save your team’s talents for the personal connections that matter most with your patients.
Automation shines in areas like:

• Managing patient communications
• Streamlining administrative tasks
• Enhancing patient engagement

Your goal should be to let your team focus on their "zone of genius," and allow systems to handle the repetitive work.
Reactivation Automation: A Game-Changer
Let’s dive into my two favorite automations for reactivations—what we also call "recalls." Reactivating patients who have fallen off the schedule doesn’t have to be complicated or time-consuming. Here's a strategy that works wonders:

• Unscheduled Patient Report: Once a month, we start by pulling a report of unscheduled patients from our practice management software. I personally use Jane App, but whatever EHR system you use should provide a similar feature. Scan the report for accuracy (don’t text someone you just saw in the grocery store!), and then move forward with reactivations.
• Automated Text Messages: We send a simple, personalized text that gives patients three options to respond with:

1. Schedule an appointment
2. Continue their break from care
3. Be removed from the recall list

Most of the time, we get a flood of 1’s back. Patients appreciate the simplicity and convenience of responding with a single text.
Voicemail Drops and Emails for a Personal Touch
To make the process even smoother, we use voicemail drops and emails as part of the recall system. A voicemail drop is a pre-recorded message that pops up on the patient’s phone without their phone ringing. It might say something like, “Hey, it’s Dr. Jodi! I just sent you a text—please respond when you get a chance.” Pair that with a follow-up email, and all roads lead back to that text message, creating multiple gentle nudges that encourage reactivation.
Using Automation Workflows in Your Practice Suite
One of the best tools I use is Practice Suite. This all-in-one platform allows you to manage texts, emails, and even social media messages from one dashboard. By setting up an automated workflow, you can tag patients for recalls, and the system handles the rest—emails, texts, and voicemail drops—all based on how patients respond. You can even schedule follow-ups if they choose to take a break from care.
The Beauty of Simplicity
This system frees up your time and energy while keeping your patients engaged. Imagine how easy it is for your patients to respond with a quick text and get back on your schedule. Protect your time and theirs, while maintaining a high level of care and connection.
Join Our Reactivation Bootcamp
If you want to master your reactivation process, we’re starting a Reactivate Your Patients Bootcamp in October! We’ll walk you through setting up your recall system step-by-step, so you can “set it and forget it.” To join, just drop “Bootcamp” in the comments or message me directly.

With the right systems in place, you can spend less time on admin work and more time doing what you love: providing excellent care for your patients.

Watch the full video here:

Let’s make your practice more efficient and joyful, together!
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Love love, 
Dr. Jodi