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
An 8-OR orthopedic group managing 4 surgeons across two ASC locations was losing an average of 6 OR hours per week to last-minute cancellations. Their scheduling coordinator spent mornings cold-calling a static spreadsheet — reaching roughly 1 in 8 patients.
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 spine surgeon's Wednesday morning case cancelled at 7:04 AM. CaseFlow scored the readiness-weighted waitlist, fired top-3 SMS at 7:06 AM, and a confirmed replacement was in-slot by 8:41 AM — 97 minutes total.
First YES
Slot filled. Avg fill time for this practice: 1.8h. OR schedule protected.
The Math
Revenue recovery calculation
Cases filled (pilot period)
23
Avg reimbursement per case
$15,087
Confidence factor (attribution)
87%
Estimated gross recovered
$347,000