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Est. deploy 4–6 weeksSee the walkthrough
Operations & Reporting · Healthcare
Offer canceled slots to the right waitlist.
Canceled appointments stay empty despite demand.
For: Scheduling managers and the team responsible for operations & reporting in healthcare.
01 · The outcome
What good looks like.
The team has a proposed waitlist offer for scheduler approval, with source evidence and an explicit approval before any external action. Track released slots successfully filled against a baseline; do not assume automation improves it.
A connected workflow that uses waitlist preferences, clinician eligibility rules, and availability to rank eligible requests against staff-defined criteria without changing clinical priority. It produces a proposed waitlist offer for scheduler approval.
Where AI helps, and where a person decides.
AI can rank eligible requests against staff-defined criteria without changing clinical priority. It drafts and organizes; it does not authorize spending, commitments, clinical decisions or customer communication. The scheduling manager verifies the source facts and approves the final action.
Scheduling manager is accountable. People approve customer-facing, sensitive, financial, and legally binding actions.
- Scheduling manager: Capture the source and scope
- Scheduling manager: Review the proposed outcome
- Scheduling manager: Release only the approved version
- Scheduling manager: Check the result and exceptions
A named person approves customer-facing messages, spending, record changes and binding commitments before release. Pre-approved scripts are versioned; exceptions stop for review.
02 · The handoffs
How the work moves.
Every handoff has an owner. Select a step to open or close its detail.
Start when: A bookable slot is released. Connect only waitlist preferences, clinician eligibility rules, and availability. The scheduling manager confirms the request is authorized and in scope.
Ready when: The source reference, permissions and accountable owner are recorded.
Use the authorized records to rank eligible requests against staff-defined criteria without changing clinical priority. Preserve the original language alongside the draft and label uncertain fields.
Ready when: Each proposed fact links back to a source, and missing information is visible.
Check a proposed waitlist offer for scheduler approval against the original records and current policy. Correct errors and escalate exceptions to the qualified specialist; do not auto-approve.
Ready when: Scheduling manager has recorded approval or a reason to hold the item.
After explicit approval, save a proposed waitlist offer for scheduler approval in the system of record. Send only approved messages to verified recipients. Record the version and prevent duplicate delivery.
Ready when: The approved record is saved; any delivery is confirmed or placed in the retry queue.
Review released slots successfully filled each week, sample completed records for quality, and resolve held items. Change the rules only after reviewing actual errors and staff feedback.
Ready when: Exceptions have owners, the metric has a baseline, and corrective actions are assigned.
Sample record.
$ david run --workflow=healthcare-waitlist-fill
ILLUSTRATIVE RECORD / NOT LIVE CUSTOMER DATA
- Example
- Illustrative only — not a real client record
- Reference
- HEALTHCARE-WAITLIST-FILL-DEMO-001
- Trigger
- A bookable slot is released.
- Owner
- Scheduling manager
- Prepared output
- a proposed waitlist offer for scheduler approval
- Review status
- Awaiting human approval — no external action taken
- Missing information
- Owner to verify source completeness
- Measure
- Released slots successfully filled
Start with your tools.
Connect EHR, Secure messaging, Scheduling system through approved APIs or controlled exports. Map record identifiers first; test permissions and field updates in a sandbox. Vendor names describe possible connections, not a guarantee of an available integration or license.
When things go wrong.
- A named person approves customer-facing messages, spending, record changes and binding commitments before release. Pre-approved scripts are versioned; exceptions stop for review.
- Use only authorized sources and role-based access. Keep an audit trail of source records, drafts, approvals and delivery status; deduplicate retries.
- If an integration fails, a source is missing or confidence is low, pause the action and assign the original request to the accountable owner.
- For healthcare uses, validate HIPAA applicability, execute required BAAs, restrict PHI to the minimum necessary, and use approved secure systems. Clinicians handle symptoms, urgent care and clinical decisions.
Try this week / no DAVID required
A useful first step.
This week, have your scheduling manager time five examples of this work. Use redacted copies of waitlist preferences, clinician eligibility rules, and availability to make a proposed waitlist offer for scheduler approval manually, then list which fields required judgment.
What to measure.
- Released slots successfully filled
- Minutes of human handling per completed item
- Drafts needing substantive correction
- Exceptions unresolved beyond the agreed review window
Estimate your time back.
20.8
$11,232
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