Fill appointment openings with a controlled waitlist call workflow
When an appointment opens, Truvoca can contact eligible waitlist participants under defined priority and timing rules, present the available option, capture the response, and update the scheduling process only when a two-way action is verified.
30 minutes over Google Meet. Times are shown in Eastern European Time (GMT+03:00). Scheduling runs on Google Calendar, so choosing a time takes you into Google’s service.
Why this workflow needs clear boundaries
An opening can disappear while staff search a list, call several people, and reconcile responses. Automation helps only when eligibility, priority, simultaneous offers, slot locking, confirmation, expiration, and failure behavior are explicit.
How the workflow runs
- Receive a verified opening from the scheduling process
- Build the eligible contact order from approved rules
- Offer the exact date, time, location, and permitted alternatives
- Capture accept, decline, unavailable, no answer, or needs-help
- Reserve or book only through a verified transaction; otherwise create a team task
- Close competing offers and record the final outcome
Rules and exceptions
- Use transparent business-approved priority rules
- Do not expose another customer's cancellation or sensitive details
- Prevent two people from receiving a false confirmed booking
- Define offer expiration and simultaneous-contact behavior
- Keep cancellation, rescheduling, and clinical questions within their approved scope
Systems and data
The workflow may read the opening, service or appointment type, location, eligible waitlist entries, preferences, and contact rules. It may write an offer status, response, reserved slot, confirmed appointment, or follow-up task only after availability and write-back are tested.
What to bring to a demo
Bring your cancellation event, waitlist fields, priority rules, appointment types, contact policy, booking system, and the cases where staff must decide.
FAQ
FAQ
Can Truvoca automatically book the open slot?
Only after current availability, slot locking, permissions, write-back, confirmation, rollback, and reconciliation are proven. Otherwise the workflow should capture interest and create a team task.
How does the agent choose whom to call first?
The business defines transparent eligibility and priority rules, such as appointment type, location, stated preference, approved waitlist order, and contact limits. Avoid hidden or sensitive criteria.
What if two people accept the same opening?
The implementation needs concurrency and slot-locking behavior. If the scheduling system cannot guarantee a transaction, the agent must avoid confirming the slot and route the responses for staff review.
Can it offer several appointment times?
Potentially, when the scheduling source returns current options and the allowed choice, hold, and booking actions are tested. Do not read from a stale copied list.
What if a patient asks a clinical question?
The agent should not answer outside approved administrative material. It should stop the booking flow and use the reviewed clinic route.
Does the workflow guarantee a filled slot?
No. It creates a controlled contact and scheduling process. Outcomes depend on eligibility, availability, response, system behavior, and team follow-up.