Automated FQHC Waitlist Slot-Fill Routing
Every morning, WebRun opens Azara DRVS to check for newly canceled appointments and open slots, matches each slot against waitlisted patients by appointment type and care gap priority, finds the matching slot in Google Calendar, and prepares an SMS offer draft in Twilio for front-desk staff to review and send before reaching out to any patient.
How can an FQHC automatically fill canceled appointment slots from the patient waitlist?
WebRun checks Azara DRVS every morning for newly canceled appointment slots, matches each open slot against your waitlist by appointment type and care-gap priority, confirms availability in Google Calendar, and prepares an SMS offer draft in Twilio for each best-matched patient. Staff approve every draft before any patient is contacted.
- Canceled slots matched to the best-fit waitlisted patient each morning without manual lookup
- Care-gap patients prioritized so the most clinically urgent patients get first access to open slots
- No patient contacted about a slot until staff have approved the Twilio draft
Built for FQHCs · community health centers · front-desk staff · scheduling coordinators
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.azarahealthcare.comin a real browser with your saved login - no setup, no API keys. -
1
Azara Healthcare - find open slots and match waitlist patients
azarahealthcare.com
WebRun opens Azara Healthcare to find open slots and match waitlist patients. - Open Azara DRVS and pull any newly canceled appointment slots from the past 24 hours
- Access the patient waitlist and filter for patients matching each open slot type, provider, and location
- Prioritize waitlisted patients who also have open care gaps or are overdue for the corresponding service
Done when Each open slot is matched to a prioritized short list of eligible waitlisted patients.
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2
Google Calendar - confirm slot availability
calendar.google.com
WebRun opens Google Calendar to confirm slot availability. - Confirm the open slot is still unbooked in the provider's Google Calendar
- Note the slot date, time, provider name, and appointment type
- Flag any slot that was already re-filled before this run to avoid double offers
Done when All open slots are confirmed available in Google Calendar with full booking details.
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3
Twilio - prepare appointment offer drafts for approval
twilio.com
WebRun opens Twilio to prepare appointment offer drafts for approval. - Compose an SMS appointment offer draft for the top-matched patient per slot
- Include the date, time, provider, and location in the message body
- Queue each draft in Twilio pending state; do not send until front-desk staff review and approve
Done when One reviewed SMS offer draft exists per open slot, ready for staff approval.
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
Does it contact waitlisted patients directly?
No. Every SMS offer is queued as a Twilio draft. Front-desk staff review and approve each message before it is sent to any patient.
How does it decide which waitlisted patient to offer the slot to?
It matches by appointment type and provider, then ranks waitlisted patients who also have an open care gap or an overdue service related to that slot type. Staff see the ranked list and choose who to contact.
What if the slot fills between the draft and the send?
It checks Google Calendar before creating the draft. If a slot is already re-booked by the time staff go to approve, the draft can be discarded without a patient ever being offered a slot that is not available.
Related templates
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