Manage Your Patient Waitlist Effortlessly
with Talkie

Many practices struggle with long waitlists, where patients can’t always get in to see their doctor as quickly as they’d like.

However, when a patient cancels an appointment, it creates an opportunity for someone from the waitlist to fill that newly available spot. Unfortunately, front desk teams often don’t have the time to reach out and offer those slots.

Talkie.ai solves this by automatically managing your waitlist. When a cancellation occurs, our AI agent fetches the waitlist, determines the best patient to contact, and schedules their appointment without adding any extra workload to your team.

Hands of a doctor in a white coat write in a paper notebook, illustrating waitlist management.

How Does It Work?

Patient A calls the practice to cancel their appointment.

This results in a new time slot becoming available on your providers’ calendar.

The AI agent fetches the waitlist from your EHR.

This process happens every time someone cancels their visit. The waitlist gets filtered based on the practice’s guidelines, e.g. by provider, appointment type, priority, etc.

The AI agent proactively calls patient B from the waitlist, to offer the available time slot.

Patients on the waitlist either already have an appointment scheduled but want an earlier one, or they don’t have an appointment scheduled at all. Who gets contacted first depends on the practice’s rules. It can either be the patient who’s been waiting the longest, the patient who has priority, etc.

If the new time slot works for patient B, the new appointment gets scheduled.

If patient B can’t make the time slot, the AI agent moves on to patient C, and so on.

With the new appointment scheduled, patient B’s old time slot becomes available for another patient.

The rescheduling process repeats, until all of the time slots are taken.

Benefits of Talkie.ai’s Waitlist Management

  • Maximized appointment availability

    Automatically fill last-minute cancellations with patients from the waitlist, reducing gaps in your schedule and improving revenue potential.

  • Seamless scheduling

    Your team doesn’t need to chase patients to fill empty slots. The AI agent automatically contacts patients and books their appointments in real time.

  • Efficient prioritization

    Talkie uses your guidelines to decide which patient is contacted first—whether it’s someone who’s been waiting the longest, or a patient with a specific type of appointment.

  • Reduced administrative workload

    By automating the entire process, the AI agent frees up your staff, allowing them to focus on more complex patient needs and on-site patients.

  • Improved patient experience

    Patients from the waitlist are contacted immediately and offered earlier appointment times, leading to faster care and greater satisfaction.

  • Dynamic appointment rescheduling

    If a patient moves to an earlier time, their original slot becomes available for another patient, ensuring maximum utilization of your providers’ time.

Listen to an AI Agent Call a Waitlisted Patient

  • Waitlist Management

Waitlist Management

The AI agent contacts your waitlisted patients whenever a new time slot becomes available, allowing them to schedule a visit sooner and making sure no visits are left unscheduled.

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Make sure your providers don’t have unwanted gaps in their calendars and your patients don’t wait for visits unnecessarily

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FAQ

  • Can Talkie prioritize patients based on urgency?

    Yes. It’s up to you whether the waitlist gets prioritized by urgency, appointment type, provider, or another category.

  • What if the patient cannot make the new time slot offered?

    If the contacted patient can’t attend the proposed visit, the AI agent moves on to the next person on the waitlist until a person who can use the time slot is found.

  • How does the AI agent ensure the appointment scheduling is accurate?

    Talkie is connected to your EHR, making sure both appointment scheduling and the waitlist are accurate.