Stripe Checkout → Auto-Provisioned Console
The admin clicks the $495 pilot link from the landing page. Credit card. Name. Practice name. Done. No sales call, no committee approval, no 3-week onboarding.
Stripe webhook fires. CaseFlow provisions the practice account automatically — no human intervention required. By 9:18 AM, the practice admin has an email with a magic login link.
The console lands on a guided onboarding checklist: import waitlist, verify SMS sender ID, set specialty preferences. It takes about 20 minutes to complete if the staff is focused.
Standby Ranking Runs for the First Time
Every night at 8 PM, the Standby Protocol engine scores the waitlist against tomorrow's open slots. It ranks patients on: clearance status, NPO confirmation, insurance verified, readiness to step in on short notice.
On Night 1, it surfaces 3 patients as standby candidates for a knee replacement slot at 9 AM the next day. All 3 receive an SMS: "Tomorrow's OR might need you. Please confirm you can make it in by 7:30 AM."
Two confirm. One asks for a reschedule. The system logs readiness and stages the top 2 in the standby queue — pre-cleared, NPO confirmed, insurance verified, waiting by their phone.
First Morning Cancellation → Patient in OR by 9:12 AM
A patient cancels their knee replacement at 6:47 AM — the day-of. The old playbook: call the waitlist blind, leave voicemails, wait for callbacks, pray someone can come in on 90 minutes notice.
CaseFlow's playbook: the slot opens, the standby queue fires, the top-ranked patient gets a text at 6:47:12 AM. "URGENT: Slot open. Can you be here by 9 AM? Reply YES."
6:47:23 — Patient replies YES. The system auto-locks the slot, fires a confirmation SMS to the patient, alerts the surgical coordinator, and logs the fill event. Total elapsed time: 71 seconds.
Second Save — Different Specialty Match
A hip replacement patient cancels. CaseFlow's standby queue surfaces a different patient — this one has a hip procedure on their waitlist preference, but was originally staged for a knee slot. The algorithm re-ranks at 7:52 AM and flags the hip match.
Text goes out. Patient confirms by 8:04 AM. Slot fills before the surgical coordinator finishes their morning rounds. Revenue: $5,285 (hip replacement carries a higher reimbursement).
Weekly Recap Email — Admin Opens It Before the Team Meeting
Every Friday at 8 AM, the practice admin gets a structured digest: slots filled this week, revenue recovered, waitlist response rate, benchmark vs. their pre-CaseFlow baseline. Formatted for sharing with the surgical team or billing department.
The email contains a one-line summary at the top: "This week: 1 slot filled, $4,285 recovered. 14-day pilot total: 2 slots, $9,570. You're tracking ahead of the 70th percentile for ortho practices your size."
There is no call required. The system generates the report, sends it, and logs whether it was opened.
"I stopped watching my inbox at 6 AM"
On the morning of Day 14, the practice administrator receives the pilot summary: 2 slots filled, $9,570 recovered in 14 days. Pilot ends in 24 hours — unless they upgrade.
The upgrade prompt is embedded in the same digest email — no separate sales email, no call from an account manager. Just the numbers, and a single link: "Continue at $2,495/month →"
They click. They upgrade. CaseFlow is now part of their permanent ops stack.
Conversions tracked via surgeon_direct_funnel · source=case_study_14day