Waitlist filling for cancellations
When a slot opens, SI drafts an offer to the next people on the waitlist using only the order and rules the practice already set.
Admin and operations help for small practices. SI drafts, tracks and organizes; clinicians and staff review and decide. No medical advice or clinical decisions, and patient information stays in tools covered by a BAA.
Worth knowing: Administrative support only: SI does not name a condition, recommend treatment, or make clinical decisions, and does not replace a clinician's judgment. A clinician or trained staff member reviews and approves anything clinical, billing-related or patient-facing. Patient information (PHI) is used only in tools covered by a signed business associate agreement, with access controls and the minimum necessary, never in consumer tools. SI never decides who is clinically urgent or gives anyone priority based on a medical judgment. It follows only the order and rules the practice has set, and offers contain no clinical detail.
The problem
A cancellation leaves a gap while patients who wanted an earlier slot sit on a list nobody has time to work.
What SI does
SI keeps the waitlist organized (who, what appointment type, preferred times, and how they asked to be contacted). When a slot opens, it drafts an offer to the next eligible people per the practice's own rules and prepares the order to contact.
Examples
The same job looks different in different businesses. These are illustrations, not client results.
- Two-dentist practice
A morning cancellation is matched to the next person on the list who asked for a morning visit. Staff review the draft offer, which has no clinical detail, and place the call.
- Independent chiropractic clinic
The waitlist is grouped by appointment type and preferred time. When [Appointment time] opens, staff get a draft in the order the clinic already set.
- Specialty clinic
An opening is offered only to people the practice marked as eligible for that visit type. Staff decide whether to book it.
What it takes to set up
GemmiSI sets this up on your own equipment and accounts; your data stays with you. Before connecting anything that holds patient information, the practice confirms the tool is covered by a signed BAA, sets role-based access, and limits SI to the minimum necessary. Start with sample or de-identified material. Start from the practice's waitlist export and the written order for who is offered a slot. Permission is to read and draft, not to book or send.
What a human still checks
- A staff member or clinician approves before anything goes to a patient, a payer, or any outside party.
- SI never sends, submits, bills, or posts on its own.
- Anything unusual goes to a "needs clinician or manager review" queue.
- The practice decides what patient data SI may see, and testing starts with synthetic or de-identified samples.
- Staff confirm who is offered a slot and in what order, book it, and a clinician decides which patients are appropriate for which slots.
Try it yourself
Paste this into your SI tool of choice and swap the [bracketed] parts for your own details. It asks SI to stop and show you before it does anything.
Here is the waitlist [paste] and the rules for who is offered a slot [paste]. A slot opened at [Appointment time] for [appointment type]. Draft an offer, with no clinical detail, to the next eligible people in the order those rules set. Do not decide who is urgent and do not book or send anything. Pause and show me before sending, submitting, billing, posting or changing anything. Use only the sample or de-identified information I provide; do not include any patient names or health information.
Next step
Want this built? Book a free 30-minute consult
Bring one real example, such as an export, an inbox, or a spreadsheet. We will map the steps and decide what SI drafts and what you approve.