Cancellation Waitlist Fill System
A done-for-you healthcare automation built for the Scheduling Coordinator, connecting Twilio, Slack, and Airtable so the work below happens on its own.
What this automation does, step by step
The moment an appointment is canceled, this automation checks the waitlist for that provider and appointment type, ranks patients by how long they've been waiting and their stated availability, and texts the top match with the open slot and a 10-minute window to claim it with a single reply.
If there's no response in 10 minutes, the offer automatically cascades to the next patient on the list, continuing until the slot is filled or the list is exhausted.
The scheduling coordinator sees the entire cascade and final outcome logged in one place, with no manual calling down a paper list required.
Practices running this typically fill same-day cancellations that used to sit open for the rest of the day within 20 minutes of the cancellation itself.
- Practice management software (e.g., Kareo or SimplePractice)
- Zapier or Make.com
- Twilio (waitlist offer texts)
- Airtable (waitlist ranking and log)
- Slack (coordinator visibility)
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
Without automation, this falls entirely on a scheduling coordinator, who has to track every step by hand across emails, spreadsheets, and sticky notes. None of it is difficult, it's just slow, repetitive, and easy to fall behind on.
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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