Question 1

How fast can AI fill a cancelled appointment?

Accepted Answer

Our AI notifies waitlisted patients within 30 seconds of a cancellation. The first notification batch goes out via SMS (98% open rate within 3 minutes) and push notification simultaneously. On average, cancelled slots are filled within 8 minutes. For high-demand practitioners, slots fill within 2-3 minutes. The entire process is automatic - your reception staff don't need to make a single phone call or send a manual message.

Question 2

How does patient priority work on the waitlist?

Accepted Answer

You control the priority rules. Common configurations include: (1) First-come-first-served based on when they joined the waitlist, (2) Clinical urgency - patients marked "urgent" by the practitioner get notified first, (3) Revenue priority - higher-value appointment types get priority, (4) Flexibility priority - patients who indicate they can come at any time get notified first for hard-to-fill slots. You can also set VIP priority for specific patients. The AI handles all the logic automatically.

Question 3

What if the first waitlisted patient doesn't respond?

Accepted Answer

The AI uses a cascade notification system. If the first patient doesn't respond within your configurable window (default: 5 minutes), the next patient on the priority list is notified automatically. The system can notify up to 3 patients simultaneously if you prefer speed over strict priority ordering. Each notification includes a one-tap "Accept" button. Once a patient accepts, all other notifications are automatically retracted.

Question 4

Does this integrate with our practice management system?

Accepted Answer

Yes. We integrate natively with all major Australian practice management systems including Cliniko, Best Practice, Medical Director, Genie Solutions, Zedmed, Dental4Windows, Exact, and Halaxy. When a cancellation is made in your PMS, our AI detects it in real time and begins the waitlist notification process. When a waitlisted patient accepts, the booking is created directly in your PMS - no double-entry, no admin overhead.

Question 5

Can patients specify their waitlist preferences?

Accepted Answer

Absolutely. When patients join the waitlist, they can specify: preferred days of the week, preferred time windows (morning, afternoon, or specific hours), preferred practitioner (if your practice has multiple), maximum travel notice (e.g., "only notify me if the appointment is at least 2 hours away"), and appointment type preferences. The AI only notifies patients when a cancelled slot matches their stated preferences, eliminating irrelevant notifications.

Question 6

How do patients join the waitlist?

Accepted Answer

Multiple channels: (1) Your online booking page has a "Join Waitlist" button for fully booked time slots, (2) Reception staff can add patients to the waitlist in one click from your PMS, (3) Patients can reply "WAITLIST" to your SMS reminder system, (4) Your website can embed a waitlist form. Each method captures the patient's preferences and adds them to the priority queue. Patients receive a confirmation message with their position number.

Question 7

Does this work for multi-practitioner and multi-location practices?

Accepted Answer

Yes. The system manages separate waitlists per practitioner, per location, and per appointment type. A patient waitlisted for "Dr. Smith - Tuesday afternoon - Consultation" will only be notified when that specific combination becomes available. For practices with multiple locations, patients can indicate which locations they're willing to travel to. The AI manages all permutations automatically, even routing waitlist patients to a different location if their preferred practitioner has availability there.

Question 8

What does it cost and how quickly is the ROI?

Accepted Answer

Plans start at $149/month for single-practitioner practices. The average Australian medical practice with 4 practitioners loses approximately $127,000 per year to unfilled cancellations. Filling even 50% of those cancellations (our average is 95%) recovers over $60,000 annually. At $149-$499/month, the system pays for itself within the first week of operation. Most practices tell us the time saved by reception staff (no more manual calling) is worth as much as the recovered revenue.

Fill Every Cancellation Instantly

Empty Slots Are Draining Your Revenue

Fill Rate Calculator

Your Practice Metrics

Recovery Potential

From Cancellation to Filled Slot in Under 8 Minutes

Cancellation Detected

Waitlist Notified Instantly

Slot Filled & Confirmed

Analytics & Optimisation

Every Feature to Keep Your Calendar Full

Priority Queuing

Instant SMS & Email Notifications

Patient Preference Matching

Auto-Confirmation

Multi-Location Waitlists

VIP Priority

Analytics Dashboard

Privacy Compliant

Australian Support

Frequently Asked Questions