Provider Unavailability Auto-Reschedule Alert
A done-for-you healthcare automation built for the Scheduling Supervisor, connecting Twilio and Google Sheets so the work below happens on its own.
What this automation does, step by step
When a provider is marked unavailable for a day, whether from illness, an emergency, or a schedule change, this automation immediately pulls every affected appointment for that day and automatically flags each patient's booking for rescheduling.
Each affected patient receives a text or email within minutes offering two or three of the next available slots with that provider or a covering provider, with a direct link to pick a new time in one tap.
The scheduling supervisor gets a real-time dashboard showing how many of the day's affected patients have already rebooked versus still need a personal call.
What used to be an hour of front-desk staff manually calling down a printed schedule now resolves itself for the majority of patients before the office even opens.
- Practice management software (e.g., Kareo or SimplePractice)
- Zapier or Make.com
- Twilio (reschedule texts)
- Email (reschedule offer)
- Google Sheets (rebooking status dashboard)
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 supervisor, who has to track every step by hand across emails, spreadsheets, and sticky notes. It's the kind of work that quietly eats hours every week.
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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