Automated ASC Waitlist Slot Routing
Every morning, WebRun checks HST Pathways for open OR block time in the next seven days, matches each slot against waitlisted cases by procedure type, room requirements, and surgeon, logs the ranked matches to Google Sheets, and posts the routing recommendations to Telegram so coordinators can offer the slot quickly.
How can an ambulatory surgery center automatically match open OR slots to waitlisted patients?
Every morning, WebRun identifies open OR block time in HST Pathways for the next seven days, matches each slot to the best-fit waitlisted cases by procedure, duration, and surgeon, logs ranked matches to Google Sheets, and alerts coordinators in Telegram so open time is offered and filled before it expires.
- Open OR slots are matched to waitlisted cases before the day starts
- Coordinators act on the best-fit match within minutes of the morning alert
- Unused OR block time is reduced without manual waitlist cross-referencing
Built for ASC scheduling coordinators · OR managers · ambulatory surgery center administrators
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
www.hstpathways.comin a real browser with your saved login - no setup, no API keys. -
1
HST Pathways - find open slots and waitlisted cases
hstpathways.com
WebRun opens HST Pathways to find open slots and waitlisted cases. - Open HST Pathways and check the surgical schedule for open or unbooked block time in the next seven days
- Pull the waitlist and note each case's procedure type, surgeon preference, estimated duration, and room requirements
- Match each open slot to waitlisted cases by duration, procedure type, and surgeon
Done when Every open slot has a ranked list of waitlisted case matches.
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2
Google Sheets - log slot-to-waitlist match results
google.com
WebRun opens Google Sheets to log slot-to-waitlist match results. - Open the waitlist routing sheet
- Log each open slot with its date, room, duration, and the top three matching waitlisted cases
- Rank matches by fit score based on duration, procedure type, and surgeon alignment
Done when All open slots are logged with ranked waitlist matches in the routing sheet.
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3
Telegram - alert coordinator to act on best matches
telegram.org
WebRun opens Telegram to alert coordinator to act on best matches. - Post a daily routing alert to the scheduling channel listing open slots with their top waitlist match
- Include the slot date, room, duration, and the waitlisted case that fits best
- Link to the Google Sheets routing sheet for coordinators to review and take action
Done when Coordinators have today's slot-to-waitlist routing recommendations in Telegram.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will WebRun contact waitlisted patients to offer them the open slot?
No. WebRun only routes the match recommendation to the scheduling coordinator. The coordinator contacts the patient and books the slot through HST Pathways.
How does it decide which waitlisted case is the best fit for an open slot?
It matches on procedure type, estimated case duration, surgeon, and room requirements so the top match is the case most likely to fit the open block without an OR conflict.
What if the open slot is not filled and the day passes?
The next run re-checks HST Pathways and removes slots that have passed or been filled, so the routing sheet always reflects current opportunities.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.