Every pilot follows the same structure. Here's exactly what happens from kickoff to decision day — and what you'll have at the end.
D0
Day 0 — Kickoff (60 min)
Cancellation ledger import. Waitlist upload. First wave armed.
You share your recent cancellation history — CSV export from your scheduler or a manual list is fine. We import your waitlist patients. The auto-fill engine is configured to your case mix and ready to fire on the next cancellation. No EHR integration required at this stage.
✍ 60-min onboarding call with your team
D1–2
Days 1–2 — First cancellations hit
Auto-fill engine fires. First confirmed re-book lands in the ledger.
When a cancellation comes in, CaseFlow scores your waitlist by surgical urgency, procedure match, and patient readiness. Wave 1 (immediate blast to top match) fires within minutes. Wave 2 (mid-window) and Wave 3 (end-window) follow if there's no response. First YES wins — slot confirmed automatically, added to the filled-slot ledger.
⚡ Fully automated — no staff required
D3
Day 3 — First recovered revenue posts
Live KPI counter updates. Real $ number visible in your dashboard.
Your /app/dashboard shows the live ledger: slots filled, estimated revenue recovered, fill latency. Within 72 hours of kickoff, most pilots have at least one confirmed fill in the ledger — a real dollar number you can show your partners.
📈 Real-time dashboard — no report to run
D5
Day 5 — Front desk onboarding
30-minute walkthrough. Your team takes over manual ledger entry.
Optional but recommended: a 30-minute screen share with your front-desk coordinator. They learn to log same-day cancellations, review the waitlist, and read the dashboard. After this session, your team is self-sufficient for the remainder of the pilot.
👥 30-min front-desk training session
D7
Day 7 — Halftime report
Auto-generated email: recovered revenue to date + 30-day run rate projection.
CaseFlow auto-generates a summary from your real ledger data: slots filled, estimated revenue recovered, fill rate vs. your pre-pilot baseline, and a projected 30-day run rate. This is the first artifact you can forward to your CFO or managing partner. No manual work — it's pulled directly from your ledger.
🏁 Halftime — sent to your inbox automatically
D10–12
Days 10–12 — Pattern recognition kicks in
Engine learns which patients confirm fastest. Wave timing self-tunes.
After 10+ fill attempts, CaseFlow starts optimizing: patients who responded fastest in Wave 1 move up the scoring model. Wave timing adjusts to your practice's actual response patterns. Fill latency drops as the engine learns your waitlist behavior — typically a measurable improvement vs. the first 5 fills.
🤖 Model self-tunes on your data — no configuration required
D12
Day 12 — P&L conversation
Auto-generated P&L from real ledger data. One-click upgrade to MRR.
The personalized P&L is generated automatically from your actual pilot results: recovered revenue, cost of the pilot, projected annual run rate, and break-even math. The implementation fee ($1,495) is waived if you upgrade to MRR at Day 12. One-click in the dashboard — no paperwork, no negotiation.
💲 P&L auto-generated — upgrade in one click
D14
Day 14 — Decision day
Continue at $2,495–$15,000/mo or walk away. No clawback.
At Day 14, you decide: convert to a monthly subscription ($2,495–$15,000/mo depending on practice size, implementation fee already waived) or walk away. No clawback on your pilot fee. No hard sell. If the ledger doesn't show ROI, we don't expect you to convert — and we'll tell you so in the P&L.
✅ Your call — no clawback, no pressure