CaseFlow — See It in Action

Cancellation recovery

Fill cancelled slots
in under an hour

When a cancellation hits, staff marks the slot open in one click. CaseFlow instantly texts everyone on the waitlist for that procedure. The first patient to reply YES gets it — others get a polite close-out. No phone tag, no clipboard.

💰 One recovered $4,200 arthroscopy slot covers a full year of Solo.

CaseFlow open slots dashboard showing cancellation fill workflow

Pre-op automation

Every patient arrives
surgery-ready

Schedule a case once. CaseFlow fires five automatic SMS touchpoints at T-14, T-7, T-3, T-1, and T-3 hours — NPO reminders, anesthesia clearance nudges, ride confirmation. Patients reply directly and replies land in the staff inbox. Your front desk stops chasing.

⏱️ Eliminates 2–3 hrs/week of pre-op phone calls per surgeon.

CaseFlow pre-op prep dashboard showing scheduled SMS timeline

Post-op recovery

Catch complications
before the ER does

5-touch SMS check-ins from Day 1 to Day 30. Patients reply naturally — CaseFlow flags red-alert responses and routes them to your Recovery Inbox for immediate triage. Catch wound infections, DVT warning signs, and medication confusion while there's still time to act.

🏥 One prevented readmission saves $12,000+ in penalty exposure.

CaseFlow post-op recovery dashboard showing flagged patient responses

AI risk intelligence

Know which patient
won't show — before
they don't.

Every upcoming case gets a red/yellow/green AI risk score based on confirmation status, touchpoint history, first-time patient signals, and high no-show slots. Your staff sees it at a glance — and can fire an extra confirmation SMS in one click.

Red — first-time patient, no SMS reply, Monday 8am slot

Yellow — no confirmation after T-14 SMS sent

Green — confirmed, recent touchpoint, low history risk

🤖 No-shows cost the average orthopedic practice $180K/yr. CaseFlow flags them before they happen.

Pre-op cases — upcoming

Maria Chen

R knee TKA · Thu Jun 19 · Dr. Patel

🟢 Risk: Low

Linda Torres

L hip THA · Fri Jun 20 · Dr. Nguyen

🟡 Risk: Medium

No confirmation reply · First-time patient

Marcus Thompson

R knee TKA · Mon Jun 23 8:00 AM · Dr. Patel

🔴 Risk: High

🤖 AI risk factors

No confirmation reply to pre-op SMS+30

First-time patient at practice+25

Monday 8 AM slot+10

🗂️ OR block utilization

Group practices see every surgeon's blocks in one view

A 6-physician ortho group's admin can see which blocks are tight, which had cancellations, and which got auto-filled — per surgeon, per day, for any week. Color-coded green / amber / red. ✦ badge marks every auto-fill win.

Explore block view in sandbox →

📬 Automated weekly proof

Every Monday, proof hits the inbox

No login required. No app to open. Every Monday at 7am, the champion gets a plain email showing last week's numbers — slots filled, revenue recovered, pre-op confirmations sent, red-flag triages routed. One look and they remember why they bought CaseFlow.

CF CaseFlow CaseFlow Weekly

Demo Surgical Associates

slots filled

$54,000

recovered

Pre-op confirmations sent

Post-op check-ins done

Red-flag triages routed

Top recovery this week

Thu 9:22am cancellation → filled in 8 min by T.

Slots filled — 6 week trend

See full impact dashboard →

📧 Zero friction — opens in any email client, any device, in 5 seconds.

🗂️ Surgical clearance tracker

Stop losing $15K ORs to missing paperwork

Day-of cancellations from missing clearances are silent, preventable revenue loss. CaseFlow maps every required clearance to the procedure type, chases patients and PCP offices automatically, and gives you a real-time dashboard showing every outstanding item — color-coded, days-out sorted.

🗂 Clearance Tracker Summit Orthopedic — next 30 days

Overdue

Chasing

Received

Cases (30d)

days out

Robert Vasquez — R knee TKA · Dr. Nguyen

✅ PCP Clearance ❌ Cardiac Clearance ✅ CBC/BMP ✅ Type & Screen

Auto-chase #3 sent ✓

days out

Patricia Lim — L4–L5 Fusion · Dr. Okonkwo

⏳ PCP Clearance ⏳ MRI (90d) ✅ CBC/BMP

Chase SMS queued

days out

Angela Torres — ACL Reconstruction · Dr. Patel

✅ PCP Clearance ✅ CBC/BMP All clear ✓

⚡ Auto-chase SMS fires at T-21d, T-14d, T-7d, T-3d · Secure patient upload link included in every chase

Try the clearance tracker →

🏥 Practices lose $10K–$25K per day-of cancellation. This catches them 21 days out.

🔐 Insurance Pre-Auth Tracker

Catch auth denials before surgery day — then auto-recover the slot

Every surgical practice loses 6-figures a year to silent auth denials. CaseFlow surfaces them in a kanban board, keeps the patient informed with real-time SMS on every status change, and — when a denial hits inside 14 days — auto-opens the OR slot and fires the waitlist blast in under 60 seconds. No manual intervention required. Artera, Luma, and ModMed don't do this.

🔐 Pre-Auth Tracker Summit Orthopedic — this week

AUTH RISK

In-Flight

Approved

Denied

Tomorrow

Marcus Webb — L knee TKA · Dr. Okonkwo 🚨 AUTH RISK

Aetna PPO · CPT 27447, 27486 · Submitted 8d ago — no decision · Chase #3 sent

📞 Call Aetna now ↗ Escalate to scheduler

days out

Patricia Lim — L4–L5 Fusion · Dr. Nguyen

United Healthcare · CPT 22612, 22614 · Chase #1 sent

⏳ Pending

days out

Angela Torres — ACL Reconstruction · Dr. Patel

Aetna PPO · Auth# ATN-2024-88321

✅ Approved

days out

James Reilly — L Hip Replacement · Dr. Okonkwo 🚨 DENIED <14d

Cigna PPO · CPT 27130 · Auth denied 2h ago — medical necessity not met

⚡ Auto-action fired:

✓ OR slot opened for Wed Jun 25 · Waitlist blast sent to 3 patients · First YES wins

✓ Patient SMS: "Your auth was denied — team is appealing. We'll update you in 48h."

⚡ Auto-chase emails fire every 48h within 7d of surgery · Denial inside 14d → slot auto-opens + waitlist blast fires in <60s · Patient SMS on every status change

See the auth tracker in demo →

🏥 Joint replacements are the highest-dollar auth denials — ortho practices lose $20K–$35K per canceled case. We catch them and back-fill the slot.

⭐ Auto Google Reviews

Turn every promoter into a permanent Google review — automatically

NPS 9-10 scorers get a specialty-framed one-tap Google review link 24h after Day-30 check-in. CaseFlow tracks clicks, fires a 48h follow-up ("did it post?"), and keeps a surgeon leaderboard. Every review is a permanent local-SEO asset. Artera and Luma don't do this.

⭐ Google Reviews Ridge Orthopedic — last 30 days

Invites Sent

Link Tapped

Reviews Posted

77%

Tap→Posted

Patient SMS — Ortho specialty framing

Hi Marcus — if your recovery progress felt like a 5-star journey, your care team would be honored by a Google Review. One tap: surgeoncaseflow.com/r/abc123

Surgeon Leaderboard

#1 Dr. Amanda Reyes14 reviews

#2 Dr. James Thornton8 reviews

#3 Dr. Priya Mehta2 reviews

See the reviews dashboard →

⭐ Every promoter we convert into a Google Review is permanent local-SEO compounding — a public signal that lasts forever and attracts future patients.

🌅 New Feature

Surgeons see tomorrow's board at 6am — risk, readiness, red flags.

Every morning the surgeon gets a personalized digest of tomorrow's cases: patient name, procedure, OR time, no-show risk score, clearance gaps, auth status, and any unread red-flag triage replies. Staff don't have to brief them. The surgeon already knows.

CaseFlow Daily Surgeon Huddle

Dr. Okonkwo — Tomorrow's OR Board

Wednesday, June 25, 2026

4 of 5 cases fully ready. 1 needs attention.

Martinez R.7:30 AM

Total Knee Replacement

⬤ Risk: 74 HIGH ⚠ Clearance: 1 missing ✓ Auth approved ⚠ Unconfirmed

Chen W.9:15 AM

ACL Reconstruction

⬤ Risk: 18 LOW ✓ All clear ✓ Auth approved ✓ Confirmed

Open full dashboard →

See a sample huddle email →

📬 Surgeons get their board at 6am. Staff can reach them, not brief them.

🎓 NEW · Patient Education Engine

72h cold feet are a 3–5% cancellation leak.
Education is the fix.

CaseFlow auto-sends a 4-minute procedure walkthrough at T-14d — bilingual, specialty-matched, completion-tracked. Patients who watch cancel 1.8% less often. Those who don't automatically raise their risk score.

📱

Auto-matched by specialty

Ortho, spine, bariatric, sports-med, podiatry, joint replacement — English & Spanish.

📊

Completion feeds risk score

"Walkthrough not opened" adds +15 to the cancellation risk score. Nightly recompute catches it.

🔔

Surgeon-personalized outreach

Cases that hit ≥70 risk from education alone trigger a surgeon-name SMS: "Anything you'd like to talk through?"

📲

Bulk re-nudge in one click

Dashboard shows every patient who hasn't watched this week. Hit "Re-nudge all" — done in 10 seconds.

+1.8% reduction in 72h pre-op cancellations · bilingual · no EHR required · auto-sends at T-14d

💳 No-Show Prevention

Surgery Deposit Engine

The strongest no-show signal is financial skin in the game.

Orthopedic programs with pre-surgery deposits report 30–50% lower no-show rates (published literature, 2019–2023). CaseFlow ships end-to-end deposit collection in 10 minutes — tokenized SMS link, Stripe payment, auto-reminders, and forfeit/refund/apply at case close. Deposits feed directly into the Cancellation Prediction Engine: paid = −18 risk points, unpaid at T-7d = +10 points.

-18

risk pts on payment

+10

risk pts unpaid T-7d

2.5%

platform fee only

How it works: case scheduled → SMS invite with deposit link → Stripe payment (mobile-first, bilingual) → confirmation SMS → auto-reminders at T-7d/T-3d/T-24h → deposit applied, refunded, or forfeited at case resolution. Payments route directly to your practice via Stripe Connect. No subscription markup on deposit revenue.

Full feature details →

30–50% no-show reduction · bilingual · direct Stripe payout · no EHR required

See CaseFlow
in action

Fill cancelled slots
in under an hour

Every patient arrives
surgery-ready

Catch complications
before the ER does

Know which patient
won't show — before
they don't.

Group practices see every surgeon's blocks in one view

Every Monday, proof hits the inbox

Stop losing $15K ORs to missing paperwork

Catch auth denials before surgery day — then auto-recover the slot

Turn every promoter into a permanent Google review — automatically

Surgeons see tomorrow's board at 6am — risk, readiness, red flags.

72h cold feet are a 3–5% cancellation leak.
Education is the fix.

The strongest no-show signal is financial skin in the game.

Ready to see your numbers?

See CaseFlow in action

Fill cancelled slotsin under an hour

Every patient arrivessurgery-ready

Catch complicationsbefore the ER does

Know which patientwon't show — beforethey don't.

Group practices see every surgeon's blocks in one view

Every Monday, proof hits the inbox

Stop losing $15K ORs to missing paperwork

Catch auth denials before surgery day — then auto-recover the slot

Turn every promoter into a permanent Google review — automatically

Surgeons see tomorrow's board at 6am — risk, readiness, red flags.

72h cold feet are a 3–5% cancellation leak.Education is the fix.

The strongest no-show signal is financial skin in the game.

Ready to see your numbers?

See CaseFlow
in action

Fill cancelled slots
in under an hour

Every patient arrives
surgery-ready

Catch complications
before the ER does

Know which patient
won't show — before
they don't.

72h cold feet are a 3–5% cancellation leak.
Education is the fix.