Inside the system
How DewyDesk knows who's due
Every treatment has a wear-off clock. Botox fades, filler settles, skin treatments run their course — and when the clock runs out, that patient is due again whether anyone remembers to call them or not. DewyDesk remembers. Each patient on a practice's list carries just four things: first name, phone, treatment, and the date they last had it. When the last date plus the treatment's clock says they are due, they enter the campaign — a text first, then a call to patients who don't reply. And because the agent knows what the patient had and when, it can say so naturally on the call, the way a good front desk would.
The clocks
| Treatment | Due again in about |
|---|---|
| Botox | About 3–4 months |
| Dermal filler | About 6–12 months |
| Laser and skin treatments | On the cycle the practice sets |
These are the standard windows. Every practice's timing is its own, so when a practice builds its agent and loads its menu, it confirms the clock for each treatment — the system works from the practice's numbers, not generic ones.
Two ways your list gets in
Export and upload. The practice exports from its own software — Boulevard or Mindbody, for example — the patients who had a given treatment, and uploads the list while building its agent, attesting that they are the practice's own patients. That attestation is the whole gate: DewyDesk only ever contacts a practice's own patients.
Connected software. We're building direct connections to practice software through partnerships, so treatment history can sync on its own — until then, the upload takes minutes.
What the agent actually sees
Your list never goes to the voice provider as a list. There is no bulk handoff of patient names to the system that places the calls.
At the moment of a call, the agent receives only that one patient's card: first name, treatment, due window. Nothing else — not the rest of your list, not anyone's history, not a single field the conversation doesn't need. When the call ends, the card's job is done.
Patient data, handled like it matters
A patient's name together with the treatment they had is protected health information, and DewyDesk treats it that way — as a responsibility, not a marketing asset.
- Minimum fields only. First name, phone, treatment, last date. No birthdays, no clinical notes, no medical history — the campaign doesn't need them, so they are never collected.
- Encrypted in transit and at rest. Patient data is encrypted while it moves and while it sits.
- Access-controlled. The people and systems that can see patient data are limited to the ones the work requires.
- Your list stays yours. It is used only to run your practice's campaigns, and we do not sell practice or patient information.
- Business Associate. DewyDesk is set up to operate as your practice's Business Associate, with the BAA part of onboarding.
The numbers, worked
- Fields held per patient: 4 — first name, phone, treatment, last date
- One patient's last Botox: March 3
- Botox clock: about 3–4 months
- Due window opens: early June
- What happens then: a text first, then a call if they don't reply
- Fields the agent sees on that call: 3 — first name, treatment, due window
Questions
Do you store medical records?
No. DewyDesk holds four fields per patient — first name, phone, treatment, and the date they last had it. No birthdays, no clinical notes, no medical history. There is nothing else to store because the campaign needs nothing else.
What exactly do you need from us?
A list exported from your own software — Boulevard, Mindbody, or whatever you run — with each patient's first name, phone number, the treatment they had, and the date they last had it. That export is all DewyDesk needs to know who is due and when.
Who owns the list?
The practice, always. Your list is your property. DewyDesk uses it only to run your campaigns, and it is never sold, shared, or used for anyone else's marketing.
Is our data used for anything else?
No. Patient data runs your practice's campaigns and nothing else. We do not sell practice or patient information, and no other practice ever sees or benefits from your list.
What happens when a patient opts out?
They are removed from the campaign, and STOP is honored everywhere — texts and calls alike. A patient who opts out is never contacted again.
DewyDesk is a scheduling and communication tool. It does not provide medical advice, diagnosis, or treatment.