Same-Day Cancellation Fill System
A done-for-you dental practice automation built for the Scheduling Manager, connecting Twilio and Google Sheets so the work below happens on its own.
What this automation does, step by step
The moment an appointment is cancelled with less than 24 hours' notice, this automation instantly texts a pre-built waitlist of patients who have opted into "quick fill" notifications, offering the newly open slot on a first-come, first-served basis.
Whoever responds first automatically claims the appointment, receives a confirmation text with the time and any prep instructions, and the rest of the waitlist is notified the slot has been filled so they aren't left waiting on a response.
If no one on the quick-fill list claims the slot within 30 minutes, the opening is automatically posted to the practice's broader recall list as well.
The scheduling manager no longer spends the morning calling down a list one patient at a time, and chair time that used to sit empty after a late cancellation is now filled within the hour most days.
- Dentrix or Open Dental
- Zapier or Make.com
- Twilio (quick-fill waitlist SMS)
- Weave or Lighthouse 360 (patient communication platform)
- Google Sheets (waitlist management)
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
Done by hand, this depends entirely on a scheduling manager remembering to check in, update records, and follow up, with no safety net if something slips.
With this automation
- Multi-touch reminders that measurably reduce no-shows
- Waitlists that backfill cancellations automatically
- Self-scheduling with instant confirmations
- Dispatch and on-my-way updates sent to the right people
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