Automated waitlist notifications

Purpose

1.1. Automatically alert clients on a waitlist about appointment openings, cancellations, or follow-ups in ABA therapy clinics.
1.2. Minimize manual communication by automating real-time client notifications when session slots open.
1.3. Allow clients to confirm, decline, or reschedule via preferred communication channels (SMS, email, push).
1.4. Improve session utilization, reduce therapist downtime, and enhance client satisfaction by eliminating lag in waitlist management.
1.5. Ensure HIPAA-compliant messaging by integrating secure, auditable communication flows across diverse platforms.

Trigger Conditions

2.1. Appointment slot is canceled or marked as available in the ABA scheduler system.
2.2. New client is added to or removed from the waitlist database.
2.3. Therapist availability status is updated in real-time.
2.4. Confirmation is pending after a certain time window following a prior notification.
2.5. Waitlist order changes due to priority or status updates.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: “Programmable Messaging” API; configure webhooks to send SMS when a slot opens.
3.2. SendGrid
• Feature/Setting: “Transactional Email API”; use dynamic templates for personalized emails upon trigger.
3.3. Slack
• Feature/Setting: “Incoming Webhooks”; post alert messages to a defined healthcare operations channel.
3.4. Microsoft Teams
• Feature/Setting: “Send message in chat or channel” via Graph API; alert internal staff or therapists.
3.5. Google Sheets
• Feature/Setting: “On edit” trigger with Apps Script; add waitlist slot to notify integrated workflow.
3.6. Salesforce
• Feature/Setting: “Process Builder” with Email Alert or SMS via Salesforce Messaging API.
3.7. HubSpot
• Feature/Setting: “Workflow Automation” to email or SMS contact on waitlist update.
3.8. Zoho CRM
• Feature/Setting: “Workflow Rule” for automatic emails/SMS when appointment fields change.
3.9. Outlook 365
• Feature/Setting: “Automated Flows” in Power Automate to send emails on calendar updates.
3.10. Mailgun
• Feature/Setting: “Messages API”; send waitlist notifications as automated emails.
3.11. WhatsApp Business API
• Feature/Setting: “Message Templates”; trigger when a slot opens, send client prompt.
3.12. Telegram
• Feature/Setting: “Bot API”; auto-message user or group when appointment is available.
3.13. Pipedrive
• Feature/Setting: “Workflow Automation”; notify assigned contacts as soon as there is availability.
3.14. ActiveCampaign
• Feature/Setting: “Automations”; auto-email or SMS for client follow-up on the waitlist status.
3.15. Freshdesk
• Feature/Setting: “Observer Rules”; trigger agent or client notification on ticket change (waitlist = ticket).
3.16. Intercom
• Feature/Setting: “Outbound Messages”; push automated chat messages for status changes.
3.17. Airtable
• Feature/Setting: “Automations” to send emails, SMS, or webhook notifications based on record updates.
3.18. ClickSend
• Feature/Setting: “SMS API”; batch-send messages on appointment opening events.
3.19. RingCentral
• Feature/Setting: “Glip API” or SMS API for real-time communication with clients/therapists.
3.20. DocuSign
• Feature/Setting: “Connect” webhooks; notify when new forms need client attention due to session opening.
3.21. Zoom
• Feature/Setting: “Meeting Created” webhook; notify waitlist clients on last-minute virtual session availabilities.
3.22. Calendly
• Feature/Setting: “Webhook Subscriptions”; alert waitlisted clients when cancellation is detected.

Benefits

4.1. Reduces manual communication time for ABA admin staff.
4.2. Decreases appointment gaps for therapists, increasing productivity.
4.3. Enables prompt response and self-service for clients.
4.4. Ensures communication consistency and HIPAA compliance.
4.5. Integrates seamlessly into multi-channel environments for broad client reach.
4.6. Minimizes no-shows and optimizes session occupancy.