Waiting list management alerts

Purpose

1.1. Automate real-time communication for acupuncturist waitlist management to notify clients of openings, cancellations, or changes.
1.2. Reduce missed appointments, fill cancellations instantly, increase clinic efficiency, and improve patient satisfaction.
1.3. Provide alerts via SMS, email, voice call, or in-app notifications based on client preferences, integrating seamlessly with scheduling and EHR platforms.
1.4. Track response rates, detect duplicate bookings, and escalate unfilled slots to maximize resource use.

Trigger Conditions

2.1. Appointment cancellation by a patient or staff.
2.2. New slot availability detected in scheduling software.
2.3. Client indicates interest in waitlist via form, app, or message.
2.4. Manual staff request to activate waiting list notifications.
2.5. Unattended slots remain open for a pre-defined period.
2.6. Priority client available for high-urgency appointment.

Platform Variants

3.1. Twilio SMS
• Feature: Programmable SMS API for outbound notifications.
• Sample Config: Create trigger with POST /Messages endpoint; template body: "An appointment slot just opened for [date/time]! Reply YES to claim."

3.2. SendGrid
• Feature: Transactional email API for waitlist alerts.
• Sample Config: Use Mail Send API; include dynamic template for slot details.

3.3. Slack
• Feature: Incoming Webhooks to send waitlist alerts to staff channels.
• Sample Config: Configure webhook URL, payload "Slot for [time] available, tag @reception."

3.4. Google Calendar
• Feature: Watch for free/busy change via Calendar API.
• Sample Config: Watch event; on status "cancelled," run alert workflow.

3.5. Zoom
• Feature: Meeting creation API for virtual appointments, send join links on waitlist slot confirmation.
• Sample Config: Create meeting via POST /users/me/meetings after client confirms.

3.6. WhatsApp Business API
• Feature: Send templated messages for slot availability to waitlist contacts.
• Sample Config: POST message template with name, slot time, and reply options.

3.7. HubSpot CRM
• Feature: Workflow automation for contact properties and tasks; trigger waitlist alerts as tasks or emails.
• Sample Config: Workflow "waitlist-alert" triggers on property change "Available Slot."

3.8. Mailchimp
• Feature: Automated emails to segmented waitlist audiences.
• Sample Config: Build Automation (Customer Journey) triggered by custom tag "waitlist-open."

3.9. Zapier
• Feature: Workflow automation to connect form entries to outbound notifications.
• Sample Config: Trigger: new Google Form entry → Action: send SMS (Twilio) to client.

3.10. Microsoft Teams
• Feature: Incoming webhook or adaptive card for staff alerts.
• Sample Config: Post alert with patient details, slot time, and action buttons.

3.11. Calendly
• Feature: Cancelled or rescheduled slot webhook.
• Sample Config: Webhook triggers on slot cancellation, notifies next waitlist client.

3.12. ActiveCampaign
• Feature: Automated email/sms using automation recipes.
• Sample Config: Trigger automation "Waitlist Open"; use tag to personalize message.

3.13. Salesforce
• Feature: Workflow Rule; send task/email alert to client/contact.
• Sample Config: Rule fires on Custom Object "Waitlist Request" status change.

3.14. ZoomInfo Engage
• Feature: Sequencing platform sends multi-channel alerts to waitlist leads.
• Sample Config: Sequence triggered by API when slot becomes available.

3.15. Google Sheets
• Feature: Script to monitor waitlist sheet; triggers alert script via Apps Script.
• Sample Config: OnEdit event: if "Status=Open," send alert.

3.16. Intercom
• Feature: Automated messages to clients in-app or via email.
• Sample Config: Custom bot message triggered by attribute "Waitlist Slot=Yes."

3.17. Stripe
• Feature: Collect payment for claimed waitlist slots.
• Sample Config: Webhook on successful claim triggers PaymentIntent API.

3.18. Doodle
• Feature: API update for appointment slot changes, push to waitlist.
• Sample Config: On timeslot modification, send webhook to notification system.

3.19. DrChrono
• Feature: On-Cancel webhook to external system to trigger waitlist alert.
• Sample Config: API callback for appointment cancellation, POST client details.

3.20. Freshdesk
• Feature: Ticket generation or alert if slot unfilled after time threshold.
• Sample Config: Workflow to create a ticket if "slot status=open" 30 min before time.

Benefits

4.1. Reduces clinic idle time and fills last-minute cancellations.
4.2. Increases patient access and retention through quick automated response.
4.3. Minimizes manual effort and human error in waitlist handling.
4.4. Integrates with a wide range of communication and scheduling environments.
4.5. Tracks and escalates when actions are not completed, ensuring high slot utilization.
4.6. Customizes outreach according to preferred client channels, improving engagement.