Workflow

When a patient cancels an epidural or RF ablation, AI fills the slot from your waitlist automatically

Open procedure slots cost revenue. AI contacts your waitlist and callback queue automatically, confirming availability and rebooking procedures into slots that would otherwise stay empty.

When a procedure slot opens due to cancellation, AI accesses your waitlist or callback queue
AI contacts waitlisted patients, confirms availability for the open date/time, and rebebooks automatically
Calls are logged with outcome (confirmed, declined, no-answer), ready for your staff to verify
Reduces manual outbound calling: your front desk doesn't spend hours chasing down waitlisted patients
Backfill happens within hours, not days—maximizes procedure room utilization
Integrates with your EMR so rebooked appointments appear in your schedule automatically

How it pays back

Open slots filled within hours

Instead of an empty procedure room, the AI calls your waitlist and confirms patients who can take the slot. Backfill happens quickly, keeping your schedule full.

Staff time saved on outbound calling

Your front desk no longer spends hours calling patients to fill cancellations. The AI handles outbound contact; staff focuses on verification and chart prep.

Waitlist moves faster

Patients who opted in to the waitlist get called when their preferred time becomes available. They see the clinic as responsive and reliable, improving satisfaction and referrals.

Revenue impact measurable

Every filled slot recovers billable time. Practices track how many cancellations were backfilled and the total impact on monthly utilization.

Cancellation backfill within hours

Open slots filled before they stay empty all day

Outbound contact logged and outcomes tracked

Staff knows which patients confirmed, declined, or didn't answer

Automatic rebooking to EMR

Rebooked appointments appear in your schedule; no manual entry

Waitlist contact rate

AI contacts multiple waitlisted patients until one confirms

Staff phone time reduced

Front desk freed from repetitive outbound calling

Frequently asked questions

How does the AI know which patients are on the waitlist?

Your practice marks patients as waitlisted or 'call me if something opens' in your EMR or scheduling system. The AI accesses that list when a slot becomes available and begins outbound contact in priority order.

What does the AI say when it calls a waitlisted patient?

The AI says something like: 'Hi [Patient Name], this is [Practice Name]. We have an opening for an epidural injection on [Date] at [Time]. Are you able to come in?' If yes, the AI confirms and rebebooks. If no, it moves to the next patient.

What if a patient says yes but then doesn't show up?

This is tracked the same as any rebooking: your staff can apply your standard reminder system (SMS, email, phone call 24 hours before). If the patient no-shows again, your team can follow up.

Does the rebooking go directly into my EMR?

Yes. When a patient confirms via the AI, the appointment is written to your EMR as a confirmed booking. Your staff sees it on the schedule and can prep the chart and procedure room.

What if no one on the waitlist is available?

The AI logs all contact attempts and outcomes. Your staff can follow up with patients who didn't answer or who declined but might be able to make it with a reminder.

Can the AI handle procedure-specific preferences?

Yes. If a patient is waitlisted specifically for 'RF ablation cervical' or 'medial branch block lumbar,' the AI only offers slots matching that procedure type.