Call Follow-Ups is a powerful add-on feature available as part of the Response AI package within Call AI. For an additional $99/month, practices can access this advanced task management system designed specifically for follow-up actions related to patient phone calls.
Call Follow-Ups ensure that every important conversation is translated into action, helping practices boost efficiency, accountability, and patient satisfaction.
What Are Call Follow-Ups Good For?
Call Follow-Ups bridge the gap between conversations and action. Whether a patient calls to ask about a treatment plan, reschedule an appointment, or request more information, this feature allows your team to easily create, assign, and track tasks to ensure proper follow-up.
It’s especially beneficial for:
Tracking post-call commitments (e.g., sending forms, booking appointments)
Following up on missed opportunities or unresolved patient concerns
Coordinating across team members to ensure nothing falls through the cracks
Improving responsiveness and boosting patient experience
Holding team members accountable for timely communication
Accessing Call Follow-Ups
Call Follow-Ups are accessible from all Call AI pages.
Located at the top-right corner, indicated by the Follow-Ups button.
Clicking the Follow-Ups button opens the Call Follow-Up Tasks panel.
Benefits
Ensures better call follow-up tracking.
Improves task accountability within the practice.
Enhances patient communication and service quality.
Provides data-driven insights into follow-up performance.
Features & Functionality
Viewing Tasks
Once inside the Call Follow-Up Tasks panel, practices can:
View all current tasks.
Filter tasks by date created, due date, priority, status, and category.
Search tasks using the search bar.
View assigned and unassigned tasks.
Filter tasks by:
Status: Not Started, In Progress, Overdue, Completed, Cancelled, On Hold, Blocked
Priority: Critical, Urgent, High, Medium, Low, Lowest
Due Date: Due Today, Due This Week, Due This Month, Overdue
Category: Patient, Administrative, Compliance, Operational, Marketing, Equipment, Training, Phone Call
Subcategory (based on category): e.g., Insurance Verification, Callback, Document Request, Prescription Refill, Clinical Consultation, Billing Follow-up, Appointment Rescheduling, Other Call
Assigned To: Filter by individual team members or view tasks assigned to all users
Creating a Task
Click the Create Task button to open the task creation form.
Enter the following details:
Title & Description: Provide a clear task summary.
Task Type & Category: Select relevant options.
Priority: Choose between Low, Medium, or High.
Assigned To: Assign to a specific team member or leave it unassigned for general completion.
Due Date: Select the deadline for the task.
Task Checklist & Phases (Optional): Add step-by-step checklists or multi-phase processes.
Click Create Task to save it.
Task Details: Viewing, Editing, & Completing Tasks
Click on any task in the list to view its full details on the right-hand panel.
From here, you can:
Review the full title and description
See the status, priority, category, due date, and call context
View timestamps, comments, and related items
To edit a task, click the Edit button. You’ll be able to change:
Task title and description
Status and priority
Category
Assignee
Due date
Click Save Changes when finished.
To complete a task, simply click the green Complete Task button at the top of the task view.
How Tasks Are Assigned
Tasks can be manually assigned when creating or editing a task or automatically routed using practice roles.
Click Setup practice roles to manage default task assignments.
From the Office Roles popup:
Assign team members to specific roles like Treatment Coordinator or Financial Coordinator
Set default staff for each role
Choose associated providers (when applicable)
These role assignments help:
Automate task routing from Campaigns and AI-generated follow-ups
Ensure tasks are always directed to the right team member
Serve as fallbacks when manual assignment isn’t used
Proper setup improves efficiency and accountability across your team.
Dashboard Insights
The Dashboard tab provides insights into task completion and team performance.
Key metrics include:
Total Tasks: Number of tasks created.
Completion Rate: Percentage of completed tasks.
On-Time Rate: Measures timely completion.
Overdue & High-Priority Tasks: Tracks urgent and pending follow-ups.
Task Compliance: Graphical insights into how well follow-ups are being managed.
