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 5-OR ENT group with high pediatric case volume was managing two scheduling coordinators who spent significant time calling waitlisted patients. Pediatric cases have unique escort requirements that further complicated last-minute fills.
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
A tonsillectomy case for a 7-year-old cancelled 18 hours before OR time due to a fever. CaseFlow filtered the waitlist to escort-confirmed candidates with confirmed transportation, fired SMS, and confirmed a replacement with a 6-year-old patient whose family was ready within 2 hours.
First YES
Slot filled. Avg fill time for this practice: 1.5h. OR schedule protected.
The Math
Revenue recovery calculation
Cases filled (pilot period)
14
Avg reimbursement per case
$8,429
Confidence factor (attribution)
89%
Estimated gross recovered
$118,000