IVF cycles run on biological timelines that can't be moved. When a patient misses their trigger shot window, skips the NPO requirement, or shows up without an escort — the cycle is lost, not postponed. CaseFlow is the only patient communication system built for that reality.
IVF is unforgiving. Biological timelines don't flex. CaseFlow handles the pre-cycle clearance burden, trigger shot confirmations, escort coordination, and donor-recipient sync — so your coordinators stop chasing patients and start preventing cancellations.
Retrieval day is set by the trigger shot — and the trigger shot window is 1–2 hours. CaseFlow sends a T-36h reminder with the exact time and medication instructions, a T-12h confirmation ("Have you taken your trigger shot? Reply YES / NO"), and a T-2h arrival reminder. Non-responses trigger a coordinator alert with the patient's phone number — not a generic text, but an explicit flag before the window closes.
T-36h → T-12h → T-2h trigger confirmation sequence with coordinator escalation before window closesSeventy-two percent of retrieval day no-shows trace to missing escort confirmation. Anesthesia requires a driver at discharge — no driver means the cycle must be cancelled, not postponed (the patient already triggered). CaseFlow sends a T-24h and T-2h escort confirmation: "Your retrieval requires sedation. A driver must be present at discharge. Please confirm your escort." Non-confirmed patients flag the coordinator with enough lead time to problem-solve — not at 6am when the patient is already on their way.
T-24h + T-2h escort confirmation — coordinator alerted if unconfirmed at T-4hEvery IVF cycle requires 14–21 days of pre-cycle clearances: hormone panels (estradiol, FSH, LH), baseline ultrasound with follicular count, infectious disease screens (HIV, Hep B/C, syphilis RPR), and sometimes saline sonogram or mock transfer. CaseFlow tracks each requirement with patient-facing SMS reminders and coordinator dashboards showing who is clear, who is pending, and who has an overdue item — with enough runway to chase before the cycle start date.
Clearance dashboard: who's cleared, who's pending, who's overdue — with T-7d coordinator chase cadenceDonor egg cycles require synchronized timing between the donor (trigger → retrieval) and the recipient (trigger → lining sync → transfer). A timing mismatch on either side costs the cycle. CaseFlow manages separate reminder sequences for donor and recipient patients, with coordinator alerts when either side has an unconfirmed action. The sync dashboard shows both timelines in one view — with a clear red/green/yellow status on the critical path items for each cycle.
Dual-timeline sync dashboard — donor and recipient status at a glance, with lead-time coordinator alertsCaseFlow sends a T-24h and T-2h confirmation SMS on retrieval day: procedure time, arrival instructions, NPO requirement ("Nothing by mouth after midnight — this includes water"), and a one-tap confirmation button ("Confirming my retrieval at [time] ✓"). Non-responders get a coordinator alert at T-90 minutes — catching the patient who double-booked, forgot, or is at the wrong location before the OR sits idle.
Day-of confirmation → non-responder triage → coordinator alert within 90 min of no-replyFor PE-backed fertility platforms managing 20+ clinics, CaseFlow provides a network-level view: cycle volume, no-show rates, clearance turnaround time, and waitlist fill rates across all practices. Benchmark performance against national REI averages. Executive-level reporting at /network — built for the CFO and COO who need to justify platform-wide deployment across acquisition targets.
Multi-clinic network dashboard — benchmark against national REI no-show rates, clearance turn times, and recovery ratesFertility cycles vary in complexity, value, and biological urgency. CaseFlow adapts its reminder cadence and escalation logic to each one.
Baseline cycle with the highest frequency. No-shows at retrieval day represent total cycle loss — there's no rescheduling window, the patient has already invested 2–4 weeks of medications and monitoring. Primary failure modes: trigger shot timing, escort for sedation, NPO compliance. T-36h + T-12h + T-2h cadence eliminates the first two. Waitlist fill (first YES wins) recovers cancelled slots within the same retrieval day cohort.
Donor cycles carry the highest dollar value and the most complex coordination. Both donor and recipient must clear their respective clearances, sync trigger timing, and show up on the same day. A cancellation on either side compromises the entire cycle. CaseFlow maintains separate but linked tracking for both parties — with a sync dashboard showing both timelines side-by-side and early alerts when either side has an unconfirmed item.
Lower per-cycle value but high cumulative volume across a practice. Lining synchronization and progesterone timing are unforgiving — a late cancellation means the embryo stays frozen and the transfer is delayed to the next cycle window. CaseFlow handles pre-transfer hormone reminder cadence, lining check confirmation, and transfer day escort confirmation for patients under sedation protocols.
Lower individual value but high volume across most REI practices. No-show rate is elevated because patients underestimate the commitment vs. surgical procedures. T-7d + T-1d SMS cadence plus pre-cycle checklist confirmation reduces no-shows to under 9%. High-frequency, high-touch cadence at low cost-per-message — strong ROI even at the lower per-cycle value.
Recover 4 retrieval day cancellations per month at $18K each — that's $864,000/year — against an annual cost that's a fraction of that.
See the full patient reminder sequence in action — try the sandbox with a pre-loaded REI clinic example.