Same-Day Cancellation Gap Fill System
A done-for-you healthcare automation built for the Scheduling Coordinator, connecting Twilio so the work below happens on its own.
What this automation does, step by step
When a same-day cancellation opens a gap in the schedule, the automation automatically texts patients on a short-notice waitlist offering the newly open slot, filling time that would otherwise sit unused for the rest of the day instead of the scheduling coordinator working the phones trying to reach someone on short notice.
The first patient to confirm gets the slot automatically, and practices running this fill process consistently recover a meaningful share of same-day cancellations that used to represent pure lost revenue and idle provider time.
- Practice management platform (e.g., athenahealth or Kareo)
- Zapier or Make.com
- Twilio (SMS)
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. It rarely feels urgent in the moment, but it adds up fast.
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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