Fill Last-Minute Cancellations with EasyFill

Last-minute cancellations don’t have to leave chairs empty. EasyFill is Doctible’s digital waitlist that automatically alerts the right patients when a slot opens so you can backfill your schedule in minutes without manual phone calls.

Surveys report up to 10% of dental appointments are canceled, creating costly gaps in production.

What Is a Digital Waitlist?

A digital waitlist automatically matches open time slots with eligible patients (e.g., procedure type, provider, time preference) and sends them a text message to claim the slot in one tap.

Multiple studies show that electronic reminders and notifications improve attendance and reduce no-shows. Moreover, sending two reminders can outperform a single reminder.

How to Fill Same-Day Openings With EasyFill

1. Build and maintain a custom waitlist. Add select patients to waitlists based on appointment type, provider, etc., so the right people are eligible when a slot becomes available.
2. When a slot opens, EasyFill automatically sends a request to your waitlist. Instead of making phone calls, trigger automated patient outreach to the relevant contact list.
3. Patients receive EasyFill messages. SMS text (or voice) notifications go out. Patients can opt in and accept the opening right from the message.
4. Patient accepts; you keep approval control. Confirm the first acceptor or choose manually; nothing is pushed to your EHR/PMS until you approve.
5. After approval, push to your EHR/PMS. Finalize the booking and update the schedule from your dashboard. (Auto-confirm is available if you enable it.)

Evidence snapshot: A meta-analysis found electronic notifications improve attendance and reduce no-shows; and a randomized trial showed two automated reminders (3 days and 1 day prior) reduced missed visits more than a single reminder.

Benefits for Your Team

• Speed: Fill last-minute cancellations without dialing.
• Fit: Target by procedure and provider to place the right patient.
• Control: Choose first-come-first-served or require staff approval.
• Automation: Keep schedules current with automatic write-backs.

Setup and Best Practices

• Define rules by visit type (prophy, SRP, endo, etc.).
• Segment lists by provider to maintain clinical fit.
• Use two reminders for high-risk no-shows when time permits.
• Keep messages short, clear, and actionable (see sample reminder in image above or text below).
• Track fill rates and response times to iterate on criteria and timing.

Sample Reminder (≤160 characters)

“An opening is available with Dr. Lindsay today at 3:30 pm. Click the link to confirm YES. Msg&data rates may apply. To opt out, reply STOP.”

Manual Outreach vs. Digital Waitlist

Compliance You Can Trust

EasyFill supports HIPAA safeguards and TCPA opt-in/opt-out controls.Include consent language in forms, maintain audit logs, and honor STOP requests to stay compliant.

Learn more about EasyFill → Practice Operations

Estimate your recovered revenue → ROI Calculator

Related reading:

• Reduce No-Shows with Automated Patient Recall
• How to Unify the Patient Journey from Search to Schedule
• Essential Patient Communication Tools for Modern Dental Practices

FAQs

WillEasyFill work with my PMS/EHR?
EasyFill integrates with leading practice systems to read openings and writeback confirmed appointments!

CanI target only certain patients (e.g., location, specific provider)?
Yes, build lists by visit type, provider, or other filter to ensure clinical fit.

Will multiple reminders annoy patients?
Evidence suggests two reminders can reduce no-shows more than one, especially in higher-risk groups. Monitor feedback and adjust for your patient base.

What results should I expect?
Outcomes vary by practice mix and scheduling discipline. Practices that segment criteria well and use timely alerts typically fill openings faster and more consistently.