How It Works

3 steps from cancellation
to a filled slot.

CaseFlow watches your schedule, detects cancellations instantly, scores your waitlist, and fills the slot — all without your staff lifting a phone.

See it live — free demo → Calculate your ROI →
01
Patient cancels — CaseFlow detects it instantly
When a patient cancels or no-shows, CaseFlow's scheduler integration detects the open slot within seconds. The slot is flagged, its procedure type and time are captured, and the waitlist engine is triggered — automatically.
No manual entry. No staff notification required. The system knows about the open slot before your front desk finishes the phone call.
02
Waitlist is scored — best candidates surfaced
CaseFlow scores every patient on your waitlist against this slot. Scoring factors in: insurance authorization status, medical clearance completion, deposit paid, escort confirmed, and procedure-type match. Patients who are ready get ranked; patients who aren't ready get flagged with a reason.
No more offering slots to patients who are still waiting on auth or labs. CaseFlow only surfaces candidates who can actually show up — saving your staff from dead-end call sequences.
03
Slot offered — first YES wins
CaseFlow sends a single SMS to the top-ranked patient: "An OR slot just opened on [date]. Want it? Reply YES." If they say yes, the slot is theirs. If they don't respond within the window, CaseFlow moves to the next candidate — automatically, until the slot is filled.
First YES wins. Everyone else gets a "the slot was filled but you're still on the list for next time" auto-reply. Your staff sees the fill logged in their dashboard. No manual calls, no confusion, no missed revenue.

See CaseFlow fill a slot in real time.

Free sandbox demo — no credit card, no commitment. See exactly how the waitlist scoring and auto-fill workflow work for your specialty.

Start Free Trial → Talk to someone first →