Healthcare · Scheduling

Cancellation Waitlist Backfill

Keep clinic capacity full when a patient cancels late.

Apps this needs

EHR / Practice System Read availability and write appointments back to your clinic system. Connect during setup
Branch Calendar Availability from Calendar API, DMS or a CSV / Google Sheet. Connect during setup
SMS Gateway Fallback text messages for reminders and links. Connect during setup
SIP Trunk Route inbound & outbound calls through your phone system. Connect during setup
CRM Salesforce, HubSpot or your local CRM for leads & contacts. Connect during setup

How it works

  1. A cancellation frees a slot with a waitlist for that clinic.
  2. Agent matches it against waitlisted patients by visit type and provider compatibility, offering it in clinical priority order as your rules define it.
  3. First to accept is booked into the diary; the slot then closes.
  4. Moves on automatically when a hold expires unanswered.
  5. Unfilled gaps are reported by provider and day for practice management review.
  6. No clinical judgement is made — the priority order comes from your staff.
  7. Fill outcome and time-to-refill are logged to the CRM.

Data sources

Appointment diary Clinic waitlist Cancellation events CRM

What it targets

  • Cancellations offered to waitlist Target 100%
  • Cancelled slots refilled Target 29%
  • Average time to refill Target 22min