Recall & Appointment Book Audit 2026 (CL7)

A structured monthly audit tool for Australian dental practices — covering appointment book performance and recall system health in a single review. Linked directly to Resolve Dental Consultancy KPIs 4 (New Patients) and 5 (Recall Pre-Booking Rate). Part of the Resolve Dental Consultancy Practice Compliance Checklist Pack series.

The recall system is the heartbeat of your practice. A patient who is properly recalled is a patient who is retained. A patient who is not recalled will drift — to a competitor or to no dentist at all. Pull these figures from your practice management software at the end of each month and enter results in the Resolve Dental Consultancy KPI Spreadsheet.

✔ Fully editable Microsoft Word format
✔ 4 pages — complete monthly recall and appointment book audit
✔ Linked to Resolve Dental Consultancy KPIs 4 and 5
✔ 2026-compliant
✔ Instant digital download
✔ Single-practice licence

What's Included:

Section 1 — Appointment Book Performance (13 metrics)
A structured monthly metrics table with Resolve Dental Consultancy benchmarks for each metric:
- Total appointments scheduled and attended
- FTA count and FTA rate (target: <5%)
- Same-day cancellations — tracked month-on-month
- Surgery utilisation rate — all chairs (target: 85–95%)
- Hygiene chair utilisation rate (target: 85–95%)
- Total new patients seen — adults with comprehensive exam (target: 20–50+ per provider/month)
- New patients booked via online booking — tracked as % of total
- Unbooked appointment time (hours) — reduce month-on-month
- Average wait time for new patient appointment (target: under 7 days)
- Emergency appointments (target: under 15% of total)
- Incomplete treatment plans presented to patients — tracked and followed up monthly

Section 2 — Recall System Health (10 items)
A structured yes/no checklist covering every element of a healthy recall system:
- Recall pre-booking rate calculated and recorded in KPI Spreadsheet (target: >80%)
- Patients due in next 30 days contacted — unbooked patients followed up
- SMS recall reminders sent for all appointments
- Phone call made as second contact for non-SMS responders
- Overdue recall list reviewed — patients more than 6 months overdue contacted (minimum 20 per month)
- Reactivation calls made to patients more than 18 months not seen
- Recall intervals set correctly — high perio risk patients at 3–4 months
- Incomplete treatment plan patients contacted to schedule outstanding work
- FTA patients from this month contacted to rebook — reason for non-attendance noted
- New patient source recorded for every new patient (how did you hear about us?)

Section 3 — Actions Arising
A clean action table for recording any issues identified and actions required — with columns for issue, action required, owner, and due date.

Monthly Sign-Off
Space for the completing team member's name, signature, position, and date.