[BETA] Engage - How Easy Fill Works

⚠️ This feature is currently in BETA and may not be available to all customers.

EasyFill is a digital waitlist system in Engage that automatically contacts clients when an appointment becomes available. It sends real-time notifications via text or voice messages, allowing clients to accept the open slot with a single click. This process eliminates the need for staff to make multiple phone calls to fill vacancies.

How It Works

1. Create a Waitlist: Build a list of clients interested in earlier appointments for specific procedures. This can be done by selecting clients you want to receive notifications for open appointments and others on the schedule for the same procedure.
2. Detect Cancellations: When a client cancels, EasyFill identifies the open slot in your schedule. The system is integrated with PracticeQ, ensuring seamless updates to your schedule.
3. Send Notifications: EasyFill automatically sends customizable messages to clients on the waitlist, informing them of the available appointment. Messages can be sent via text or voice, depending on client preference.
4. Client Response: The client can accept the appointment directly through the message. The system can be configured to either automatically confirm the first responder or require staff approval before finalizing the booking.
5. Update Schedule: Once confirmed, the appointment is added to your schedule, and the client receives a confirmation message. The appointment details are then pushed to your PracticeQ system.

Customization Options

• Notification Preferences: Choose between text or voice messages for client notifications.
• Approval Settings: Decide whether appointments are auto-confirmed or will require manual approval.
• Integration: EasyFill integrates with PracticeQ, ensuring seamless updates to your schedule.

Get Started with EasyFill

1. Access EasyFill: Log in to Engage and navigate to the EasyFill section.
2. Set Up Waitlists: Create waitlists based on appointment types, providers, or patient preferences.
3. Customize Settings: Adjust notification methods and approval processes to fit your practice's workflow.
   
   • Automatic Fill: When enabled, the first client to respond with availability will automatically be booked into the open appointment slot in PracticeQ.
   • Notified Denial: Automatically sends a message to clients who responded but did not get the appointment, keeping them informed.  
   • Notify Cancelled Appointments: Alerts staff when a cancellation occurs that falls within the chosen date range. 
   • You can also set a Rule to only send or not send the notifications to specific client groups. To use this feature, you must first create Patient Groups. See related article for instructions on how to do this.