A cancelled appointment should not become an empty chair.
When a patient cancels, the hard part is not knowing who might want the time. It is reaching the right ones quickly, fairly and without double-booking. Clinqly does the shortlisting, the offering and the booking, and reception decides who is asked.
Why short-notice gaps stay empty
Most practices have a cancellation list. The time is lost in working through it while the morning carries on.
The list is a list of names
It rarely says who can come at two hours' notice, who only wants mornings or who needs a specific clinician.
Ringing round takes the morning
Reception calls the first three names between patients at the desk. By the time someone answers, the slot is an hour away.
Two people say yes
Offers sent to several patients at once end with one booking and an awkward apology to everyone else.
Nobody knows who said no last time
The same patients are asked again and again, and the ones who wanted short notice are never asked.
One gap, from cancellation to booked
- 08:12
A patient cancels a Wednesday 11:20 filling that was booked through Clinqly. The time opens for recovery by itself.
- 08:13
Clinqly shortlists three patients who are waiting for that treatment, can see that clinician and said yes to short notice.
- 08:20
Reception checks the shortlist and offers the time in one click. Each patient gets the offer on their own channel.
- 08:41
The second patient accepts. Clinqly books the appointment and closes the other two offers in the same moment.
What Clinqly does with a gap, and what reception decides
Clinqly keeps moving
- Opens the time for recovery as soon as an appointment Clinqly booked is cancelled
- Shortlists waiting patients by treatment, clinician and what each said about short notice
- Marks anybody who has never been asked about short notice, rather than guessing
- Sends the offer on each patient's own channel, with a clear yes and no
- Lets exactly one patient take it, and closes everyone else's offer at once
- Books the accepted time through the same booking engine as any appointment
Your team keeps
- Deciding whether to offer the gap, and to whom
- Recording who wants short notice, and on what terms
- Phoning a patient who would rather be called
- Booking it in your PMS when the diary lives there
What makes a cancellation list actually fill gaps
A list that fills chairs answers these before the cancellation, not after it.
- Who has said yes to short notice, and what is the least notice they will take?
- Which days and times suit them, and which clinician can they see?
- Which treatment are they waiting for, and does it fit the gap?
- Who gets asked first, and what happens when two people reply?
- Who has said no, so they are not asked again this week?
Where your diary lives decides what happens next
When an appointment Clinqly booked is cancelled, recovery starts by itself and an acceptance becomes a real booking in Clinqly's calendar.
There is no live practice-management connection, so cancellations made in your PMS do not reach Clinqly, and a time accepted for a PMS diary is booked there by reception. Clinqly never promises a time it does not control. It does not fill every gap, and it does not claim to.
How Clinqly fits your systemsQuestions practices ask
Does Clinqly fill every cancellation automatically?
No. A cancellation of an appointment Clinqly booked opens the time for recovery by itself, and Clinqly prepares the shortlist and the offers. Reception decides to send them, and nobody can promise every gap is filled.
How does Clinqly know who wants short notice?
Your team records it: yes or no, the least notice the patient will take, and the days and times that suit them. Clinqly does not infer it from behaviour.
What happens if two patients accept?
Only one can take the time. The first acceptance books it and every other offer for that gap is closed in the same step.
Does it work with cancellations in our PMS?
Not today. There is no live practice-management connection, so recovery starts on appointments Clinqly booked.
Bring last week's cancellations.
We'll show you which ones Clinqly would have offered, to whom, and what reception would have decided.