Waitlist management and auto-fill cancellations

Purpose

 1.1. Enable automated waitlist entry for fully booked alcoholism treatment appointments.
 1.2. Instantly notify and auto-fill open slots from cancellations.
 1.3. Minimize unused schedules and maximize provider utilization.
 1.4. Deliver real-time response to patients seeking urgent addiction recovery assistance.
 1.5. Enhance patient satisfaction by reducing manual tracking and response time.
 1.6. Handle multi-channel communication for notifications and confirmations.
 1.7. Support audit logging of every waitlist and booking action.

Trigger Conditions

 2.1. Appointment slot becomes unavailable due to full booking.
 2.2. Patient opts to join the waitlist via digital form or call.
 2.3. Existing appointment canceled or rescheduled.
 2.4. Waitlist processing prioritized by join timestamp or patient acuity.
 2.5. Open slot matches patient’s availability and preferences.
 2.6. Notification of slot sent to next-in-line on the waitlist.
 2.7. Patient acts to confirm or decline within a set response window.
 2.8. Unclaimed slots offered to subsequent waitlisted patients.
 2.9. Successful assignment triggers updated appointment records and notifications.

Platform Variants

 3.1. Twilio SMS
 • Feature/Setting: Use Programmable SMS API to send instant notifications and receive slot confirmations; Webhook triggers for two-way SMS verification.
 3.2. SendGrid
 • Feature/Setting: Transactional Email API for waitlist notifications; configure template for new slot alerts.
 3.3. Google Calendar
 • Feature/Setting: Google Calendar API (Events: watch, insert, update) to monitor cancellations and book waitlisted appointments.
 3.4. Microsoft Outlook 365
 • Feature/Setting: Graph API Calendar endpoint for event monitoring and waitlist slot fills.
 3.5. Salesforce Health Cloud
 • Feature/Setting: Custom Flow using Appointment object and Waitlist custom records; process Builder or Flow triggers for slot changes.
 3.6. Epic Systems (EHR)
 • Feature/Setting: Appointment API (FHIR standard); monitor, update, and trigger communications on slot status.
 3.7. Cerner
 • Feature/Setting: Cerner Open Developer Experience APIs—Appointments and Scheduling; poll for openings and automate waitlist elevation.
 3.8. Zoho CRM
 • Feature/Setting: Workflow Rules and Webhooks on Appointment and Waitlist modules for status-driven actions.
 3.9. HubSpot CRM
 • Feature/Setting: Custom Workflows; deal pipelines for appointment status and sequence triggers.
 3.10. Pipedrive
 • Feature/Setting: Scheduler API and custom automations for auto-filling cancelled appointments.
 3.11. Calendly
 • Feature/Setting: Webhooks and Calendar Event APIs to detect cancellations and offer openings to waitlist.
 3.12. Acuity Scheduling
 • Feature/Setting: Appointment Changed Webhook triggers, custom scripts for waitlist fulfillment.
 3.13. DrChrono
 • Feature/Setting: Scheduling API to automate waitlist promotion and real-time notifications for addiction/behavioral health context.
 3.14. Athenahealth
 • Feature/Setting: Appointment Booking API; Event Notifications for real-time slot management.
 3.15. Redox
 • Feature/Setting: Scheduling and Messaging APIs for seamless data sync and notification delivery cross-platform.
 3.16. Intercom
 • Feature/Setting: Webhook inbox for receiving waitlist slot alerts; outbound campaigns for notifications.
 3.17. Slack
 • Feature/Setting: Incoming Webhooks and Scheduled Messages for internal staff notifications on waitlist actions.
 3.18. Zapier
 • Feature/Setting: Scheduler and Webhook steps to orchestrate cross-app waitlist automation.
 3.19. ClickSend
 • Feature/Setting: SMS API for scalable patient communication regarding waitlist opportunities.
 3.20. Freshdesk
 • Feature/Setting: Ticket automations when appointment slots open; notification rules to ping relevant patients or staff.
 3.21. Mailgun
 • Feature/Setting: Transactional email trigger for appointment slot availability and confirmation follow-up.

Benefits

 4.1. Reduces administrative workload by automating manual waitlist entry and slot filling.
 4.2. Ensures timely appointment access for addiction recovery without human delay.
 4.3. Prevents revenue loss from unfilled cancellations.
 4.4. Improves patient experience through proactive engagement.
 4.5. Offers full audit trails for regulatory compliance within healthcare.
 4.6. Maximizes staff productivity and facility utilization.