The chair is empty at 10. It doesn’t have to be at 2.
Every cancellation starts a race: can you reach someone who wants that slot before the slot arrives? Done by hand it’s twenty minutes of dialing with the clock running. Revado starts the race the second the schedule changes and works the list in parallel.
Why this keeps happening.
The desk has to notice the opening, pull the ASAP list, and start dialing between everything else. By the time three voicemails are left, the slot is an hour away.
Paper short-notice lists don’t know who already booked, who’s at work until 5, or who asked for mornings only. Half the dials are wasted on the wrong patients.
The hygienist is paid, the room is lit, the day is staffed. An unfilled cancellation is the most expensive kind of quiet.
How same-day cancellation backfill works.
Because Revado syncs two-way with your PMS, a cancellation is a signal — outreach to matching patients starts within minutes, no one has to notice and react.
The backfill list is built live: overdue recall, patients who asked for earlier slots, unscheduled treatment — filtered by provider, procedure fit, and stated availability.
Simultaneous texts and sequenced calls; the first patient to confirm gets the slot, the booking writes to the PMS, and everyone else gets a graceful stand-down message.
When Revado handles the cancelling patient’s call or text, it reschedules them and releases the slot to backfill in one motion — both sides of the transaction covered.
Questions practices ask about this.
How fast does backfill outreach start?
Within minutes of the slot opening in your PMS. The whole point is to spend the notice window reaching patients, not noticing the gap.
What if two patients say yes?
First confirmed booking wins the slot; the second is offered the next matching opening. The agent handles the race condition so your desk never double-books.
Who goes on the short-notice list?
It’s assembled from the chart automatically — overdue recall, “call me if anything earlier opens,” unscheduled treatment — and you can pin or exclude specific patients.
Does this annoy patients?
Outreach is capped per patient, respects quiet hours and opt-outs, and only goes to patients who plausibly want the slot. “A spot opened tomorrow at 10” is a message most waitlisted patients are glad to get.
Practice types that lead with this.
Runs on the PMS you already have.
Deeper reading on this job.
See this running on your schedule.
20-minute demo. We’ll connect a sandbox or your real system and walk through exactly how same-day cancellation backfill runs — the scripts, the escalation rules, and what lands in your inbox.