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Automatic waitlist management and fill-in for cancellations

Purpose

1. Automate waitlist management and automate filling of appointment cancellations for a family planning center to maximize clinic utilization, minimize staff manual work, and enhance patient access.

2. Automates adding patients to digital waitlists when slots are full.

3. Automatedly notifies waitlisted patients and fills openings on first-come, first-served basis when cancellations occur.

4. Reduces no-shows by automating outreach and confirmations.

5. Seamlessly integrates across platforms to automate coordination between front desk, EHR, communications, and scheduling apps.


Trigger Conditions

1. Automated trigger: A patient cancels or reschedules an appointment in the system.

2. Manual staff addition to waitlist is entered in the EHR interface.

3. New patient request is received and no immediate slot is available.

4. Automatedly detect appointment status changes via calendar sync or webhook.

5. Automated periodic checks for last-minute cancellations or openings.


Platform Variants

1. Twilio SMS

 • Feature/Setting: Automated SMS notifications on slot fill; configure via Messaging > SMS API > Webhook triggers for ‘appointment.available’.

2. SendGrid

 • Feature/Setting: Automate waitlist reminder emails; set up Automation > Single Send workflow with event triggers.

3. Google Calendar API

 • Feature/Setting: Automated detection of appointment status; use Events API and push notifications for cancellations.

4. Microsoft Outlook Calendar API

 • Feature/Setting: Automate calendar polling for changes; configure via CalendarView and webhook subscriptions.

5. Salesforce Health Cloud

 • Feature/Setting: Automate patient records update on waitlist fill; use platform Events API and Flow automations.

6. Epic EHR

 • Feature/Setting: Automator for appointment resource changes; leverage the App Orchard FHIR Appointment API.

7. Cerner EHR

 • Feature/Setting: Automate waitlist tracking with Scheduling FHIR API ‘Appointment’ resources.

8. Zendesk

 • Feature/Setting: Automated ticket or reminder creation; configure via Triggers and API to alert staff for waitlist action.

9. Slack

 • Feature/Setting: Automated channel notifications; use Incoming Webhooks and scheduled Bot posts for instant updates.

10. HubSpot

 • Feature/Setting: Automates email sequences to fill slots; use Workflows > Deals + Custom Properties for waitlist logic.

11. Mailchimp

 • Feature/Setting: Waitlist campaign automation; configure Customer Journeys with API event triggers.

12. Calendly

 • Feature/Setting: Integrate real-time slot status via Webhooks; automates waitlist invite on new availability.

13. Acuity Scheduling

 • Feature/Setting: Automate follow-up for cancellations; leverage API Webhooks for appointment status events.

14. Zoho CRM

 • Feature/Setting: Automator for patient engagement; build custom workflow for waitlist and instant notifications.

15. Smartsheet

 • Feature/Setting: Automatedly updates shared sheets; use Automation Rules linked to an ‘Appointments’ workflow.

16. Airtable

 • Feature/Setting: Automated fill-in record update via Automations; configure Trigger: ‘When record updated’.

17. Freshdesk

 • Feature/Setting: Automated customer support touch; use Automation Rules and Reminder Tickets for cancellations.

18. Trello

 • Feature/Setting: Manage waitlists via automated card creation and movement; leverage Butler automations on status change.

19. Intercom

 • Feature/Setting: Trigger automated chat or email outreach to next patients on the waitlist via Custom Bots flows.

20. Zoom

 • Feature/Setting: Automated meeting updates or reminders; use API and Webhooks for appointment confirmations.

21. DocuSign

 • Feature/Setting: Automate e-signature requests for confirmations; configure via API to send on waitlist fill event.

22. Zapier

 • Feature/Setting: General automator; sequence app-to-app automations for custom workflow integration.

23. Webex

 • Feature/Setting: Automated meeting reminders for couples/family consults on filling a slot via API triggers.

24. WhatsApp Business API

 • Feature/Setting: Automatedly send appointment confirmations and reminders for filled waitlist slots.

Benefits

1. Automates admin workload and reduces missed revenue from cancelled slots.

2. Automated system improves patient satisfaction by offering rapid rescheduling and notifications.

3. Automates compliance with healthcare scheduling standards.

4. Boosts operational efficiency, reducing manual intervention and errors.

5. Automates data synchronization between EHR, communication, and scheduling apps, ensuring up-to-date records.

6. Automated fill-in increases retention and maximizes use of available appointment inventory.

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