Smart Waitlist
Smart Dental Waitlist: Fill Cancelled Hygiene Slots by SMS
A patient cancels the day before. Instead of calling down the list one name at a time, SmileFlow texts the patients on your waitlist and the first one who replies YES gets the slot. The front desk only has to enter it in the PMS.
Pilot Clinic Program — first 10 clinics
A gap in the hygiene schedule costs about $325
A last-minute hygiene cancellation leaves roughly an hour with no production, while rent, salaries and the hygienist’s time keep running.
To fill it, the front desk goes back to the phone: voicemail, message, callback. By the time a patient calls back, the slot is often gone.
A waitlist on paper or in a spreadsheet is a passive board: it only works if someone has time to check it at the right moment.
How the Smart Waitlist fills a slot
Step 1
An appointment opens up
The front desk cancels it in SmileFlow, or the patient replies CANCEL to their text reminder.
Step 2
Waitlisted patients get a text
The slot is offered by SMS to waitlisted patients who agreed to be contacted. No calls to make.
Step 3
The first YES gets the slot
The first patient who replies YES gets the slot and a confirmation. A late YES gets a polite message that the spot was just booked.
Step 4
The front desk enters it in the PMS
One step: enter the appointment in your PMS, then click “Added to my software”. The owner gets an email for every slot recovered.
Passive board or active waitlist
Passive waitlist (paper, spreadsheet)
SmileFlow Smart Waitlist
Passive waitlist (paper, spreadsheet) : Someone has to remember to check it
SmileFlow Smart Waitlist : The offer goes out as soon as the slot opens
Passive waitlist (paper, spreadsheet) : One call at a time, often to voicemail
SmileFlow Smart Waitlist : A text to waitlisted patients, zero manual calls
Passive waitlist (paper, spreadsheet) : The slot stays empty if nobody calls back in time
SmileFlow Smart Waitlist : The first patient who replies YES gets the slot
Passive waitlist (paper, spreadsheet) : No record of who was contacted
SmileFlow Smart Waitlist : Every offer and reply is logged
Works alongside your PMS, whichever it is
SmileFlow works alongside Progident, Dentitek, ExcelDent, DentoNovo, AD 2000 or any other PMS: no migration, nothing to install on the clinic's server, and it never touches RAMQ billing or CDAnet. Your PMS stays the reference for the schedule, records and billing.
Estimate
What a recovered slot is worth
- hygiene hour lost per empty slot
- $325
- hygiene hour lost per empty slot
- slots recovered per week (assumption)
- 2
- slots recovered per week (assumption)
- per month, on costs already paid
- ≈ $2,600
- per month, on costs already paid
Estimates based on a typical 3- to 5-chair clinic in Québec. These are benchmarks, not promises: your results depend on your fee schedule, volume and region.
Pilot Clinic Program — first 10 clinics
Ready for your next cancellation.
Set up the same day, with the founder. No commitment: a 14-day trial with no credit card, then one monthly plan per clinic.
30-minute demo, free and with no commitment.
Frequently asked questions
How does the waitlist know a slot opened up?
As soon as the front desk cancels the appointment in SmileFlow, or a patient replies CANCEL to their text reminder, the offer goes out by SMS to waitlisted patients. Nobody has to watch the schedule.
What if two patients reply YES?
The first YES gets the slot and a confirmation. The next patient receives a message that the spot was just booked by another patient: nobody is double-booked.
Does SmileFlow work with my PMS?
Yes, alongside it: Progident, Dentitek, ExcelDent, DentoNovo, AD 2000 or any other PMS. SmileFlow is not plugged into your PMS and does not replace it: nothing to migrate, and your team keeps its software and habits. Appointments to remind are added in SmileFlow in a few clicks, and a slot filled by the waitlist is entered in your PMS.
Do patients need to have given consent?
Yes. Only patients who agreed to be contacted by SMS receive offers, and every consent is recorded. A patient can opt out at any time by replying STOP. SmileFlow is designed for Law 25 and Canada’s anti-spam law (CASL).
Which plan includes the waitlist?
Start, at $349 per month per clinic, includes the waitlist, SMS reminders, Google review requests and the insurance assistant. Pro, at $449 per month with the first chair included ($150 per additional chair), adds the clinical scribe. No commitment, 14-day free trial.