Representative scenario: This case study is a composite based on industry benchmarks and typical CaseFlow pilot outcomes. Specific metrics are illustrative. Individual results vary based on specialty, cancellation pattern, and waitlist depth.
The Situation
What was happening before CaseFlow
A PE-backed ASC platform with 14 ORs across orthopedic, spine, and general surgery ran 3 schedulers managing cancellation recovery. At scale, a manual process creates inconsistency: different fill rates per surgeon, per day, per coordinator shift.
The Cancellation Scenario
How a typical slot fill played out
T+0
Cancellation received. Case falls out of the schedule.
T+2m
CaseFlow fires. Readiness-weighted waitlist scored in real-time. Top 3 candidates identified. Bilingual SMS sent simultaneously.
T+varies
Seven cases cancelled in a single morning across three service lines. CaseFlow's multi-surgeon, multi-specialty scoring ran simultaneously across each waitlist segment. Six of seven slots filled before 10 AM. One orthopedic slot remained open — the top-scored candidate's insurer required a pre-auth that couldn't be expedited.
First YES
Slot filled. Avg fill time for this practice: 1.6h. OR schedule protected.
The Math
Revenue recovery calculation
Cases filled (pilot period)
52
Avg reimbursement per case
$16,769
Confidence factor (attribution)
84%
Estimated gross recovered
$872,000