CaseFlow maximizes the probability your cancelled surgical slots get filled — it doesn't guarantee outcomes. That distinction is intentional. Here's why we frame it this way, and what it means for how you evaluate the product.
Slot recovery depends on a chain of events — and not every link is within our system. Each variable below reduces the fill probability from the theoretical maximum.
We control the speed and precision of the blast, the scoring of who gets contacted first, the response capture (first-YES-wins), and the automated pre-flight checks (clearance status, insurance flags, GLP-1 holds). That's where we earn the confidence factor in the formula — not by guaranteeing patient behavior.
Our aggregate data shows a slot recovery rate (not "fill rate" as a promise) of 30–60% across orthopedic and specialty surgical practices. The range reflects real-world variability in the five factors above. Your practice's number depends on your waitlist depth, case mix, and average lead time at cancellation.
Vendors who promise fill rates are setting expectations they don't control. That's how you end up with disappointed buyers who blame the tool for variables that were never in the tool's scope.
We'd rather be honest: CaseFlow closes the gap between scheduled and actually-filled slots. The 14-day paid pilot exists so you can measure your own Confidence Factor before committing — with real data from your actual schedule, not our projections.