Step 1: Open the Waitlist
Go to Calendar and click on Waitlist.
Step 2: Add a Patient to the Waitlist
Click the “Add to Waitlist” button in the top-right corner.
When the modal opens, fill in the following fields:
Patient
Location (optional — empty = Any)
Preferred Provider (optional — empty = Any)
Appointment Type (optional — empty = Any)
Preferred Date
✅ Tip: Leaving Location, Provider, or Appointment Type empty means the patient is open to any option.
Step 2.1: Set Preferred Date & Availability
Under Preferred Date, you can:
Select the preferred weekday
Add one or multiple time ranges
Remove a time range if added by mistake
Click Save to add the patient to the Waitlist.
The patient will now appear in the list and be eligible for matching open slots.
How Waitlist Filters Work
At the top of the Waitlist, you can filter by:
Provider
Location
Weekday
Time
And other available filters
✅ Tip: Filtering by a specific location will show:
Patients who selected that location
Patients who left the location blank
If a patient’s waitlist entry has no provider or location selected, it is treated as Any. This ensures flexible matching and avoids accidental exclusions.
How to Move a Patient from Waitlist to Calendar
When you find an open slot, you have two options:
Option 1: From the Waitlist
Click on the patient entry
Select Move to Calendar
Choose:
Location
Provider
Appointment Type
Confirm the time slot
⚠️ You will be redirected to the calendar with all appointment fields pre-filled.
The appointment will not be booked until you click Save on the calendar.
This allows you to make adjustments before confirming.
Option 2: From an Empty Calendar Slot
Click an open slot on the calendar
Navigate to the Waitlist tab
You will see patients who match that slot (date, time, provider, location, etc.)
Click Move to Calendar
Review the appointment details
Click Save to confirm
Editing a Waitlist Entry
To edit a waitlist entry:
Click on the patient in the Waitlist
Update availability, provider, location, or appointment type
Click Save
Removing a Patient from the Waitlist
You can remove a patient from the Waitlist if:
They no longer want to wait
They booked elsewhere
They were successfully scheduled
To remove a patient:
Open the waitlist entry
Click Remove from Waitlist
✅ Tip: If you’d like to keep a record of the patient’s waitlist history, you can change their status to Scheduled or Lost instead of removing them.
Best Practices
✔ Keep provider/location empty if the patient is flexible
✔ Add multiple time ranges for better matching
✔ Review the Waitlist daily to fill cancellations
✔ Remove outdated entries to keep the list clean
Frequently Asked Questions
1. What happens if Location or Provider is empty?
It is treated as Any, meaning the patient can be scheduled with any available location or provider.
2. Can I add multiple availability windows?
Yes. You can add multiple time ranges and remove them individually if needed.
3. Can I add the same patient to the Waitlist more than once?
Yes, but only for different cases.
For example, if the patient is waiting for appointment for a different Injury.
4. Does moving to the calendar automatically notify the patient?
No. After moving the patient to the calendar, you must select “Send confirmation email” and then click Save to notify the patient.