Fill Cancellations From Your Waitlist
Every few minutes, WebRun watches for newly cancelled slots in your scheduler, matches the opening to the top waitlist patient by provider and time preference, drafts an SMS offer, and pings the front desk in Slack to approve before it goes out.
How can I automatically fill last-minute cancellation slots from my patient waitlist?
Every few minutes, WebRun watches for newly cancelled slots in your scheduler, matches the opening to the top waitlist patient by provider and time preference, drafts an SMS offer via Twilio, and pings the front desk in Slack to approve - the message only goes out after a person confirms.
- Cancellation slots filled within minutes rather than left empty
- Best-matched waitlist patient identified and messaged automatically
- Front desk approves each offer before it goes to the patient
Built for medical practices · dental clinics · allied health providers · clinic 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
app.twilio.comin a real browser with your saved login - no setup, no API keys. -
1
Practice management - detect cancellations & match waitlist
- Poll the schedule every few minutes for appointments newly marked Cancelled or No-show
- For each open slot, search the waitlist for patients who match the provider, day, and time window
- Rank matches by wait duration and patient preference, and select the top candidate
Done when Each cancelled slot has a matched waitlist patient ready to be offered the opening.
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2
Twilio - draft slot-offer SMS
twilio.com
WebRun opens Twilio to draft slot-offer SMS. - Draft a short, friendly SMS informing the patient of the available slot and asking them to confirm
- Include the date, time, provider name, and a reply keyword to accept or decline
- Hold the message in draft - do not send until front desk approves
Done when A ready-to-send draft SMS exists for the matched patient.
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3
Slack - alert front desk to approve
slack.com
WebRun opens Slack to alert front desk to approve. - Post the cancellation details, matched patient name, and the draft SMS text to the front-desk channel
- Prompt staff to approve the send or choose a different waitlist patient
Done when Front desk has the full context and can approve the offer in one click.
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 it contact patients automatically when a slot opens?
No. WebRun drafts the offer and alerts the front desk - nothing goes to the patient until a staff member approves the message.
How does it decide which waitlist patient to offer the slot to?
It matches on provider, preferred day or time, and how long the patient has been waiting. You can add or remove criteria to suit your practice.
What if no one on the waitlist matches?
WebRun flags the open slot in Slack anyway so staff can handle it manually or reach out to a general pool.
Related templates
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