Cancelled hygiene appointments filled the same morning
A 10 a.m. cleaning cancels at 7:45 and the hygienist's chair sits empty for an hour. Now the agent calls the patients who asked for something sooner, and someone is in that chair at 10.
A hygiene or doctor appointment cancels today or this week.
Calls the short-notice list and patients overdue for a cleaning, offers the time, books the first yes.
A full hygiene column and the patient's old appointment opened for the next person.
How it works
- Sees the chair open
The moment a cleaning, exam or filling is cancelled, by phone, by text reply or at the desk.
- Picks who fits
Patients who asked to come in sooner, who can get there on short notice, and whose visit fits the length of the hole: a 60-minute adult cleaning, a 30-minute child, a 90-minute scaling.
- Checks the timing
She only offers the slot to patients whose cleaning is due, so nobody is booked before their plan will pay for it.
- Calls a few at a time
Short calls, with a text alongside, so the slot fills fast. Patients who said mornings only aren't called for a 3 o'clock.
- Books the first yes
The time goes in the schedule, their later appointment opens up, and anyone who calls back too late hears kindly that it's taken.
- Tells the desk
A note on the day sheet with who moved in and whose later visit is now open.
Example call
- AI agentHi Gord, it's Emma from Lakehead Family Dental. You're on our list for anything sooner. Wendy has a cleaning open this morning at 10. Any chance you could make it?
- CustomerThis morning? I'm off today, actually. Yeah, I could.
- AI agentGreat. You're booked with Wendy at 10, about an hour. That means your appointment on November 19 opens up for someone else. Is that okay?
- CustomerSure, that's fine.
- AI agentDone. I'll text you the confirmation. See you at 10.
After the call: Wendy's 10:00 is filled about twenty minutes after the cancellation, Gord's November 19 cleaning opens for the next person on the list, and the desk sees both changes on the day sheet.
What your team gets
- Hygiene and doctor time filled after same-day cancellations
- Only patients whose cleaning is due are offered the slot
- Later appointments released for the next patient
- A note on the day sheet for every move
- Hygiene hours recovered, week by week
Questions
Will she book someone too early for their insurance?
No. She only offers the slot to patients whose recall is due, using the interval on their chart.
Can she fill a long scaling appointment?
Yes. She only calls patients whose visit length and procedure fit the open time and that hygienist.
What if two patients say yes?
The first yes gets it. The next one hears it's taken and stays on the list for the next opening.
Hear it on your phone
Request a demo call and the agent phones you, set up for dental clinics like yours.