Engage - How Easy Fill Works

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.

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 will recognize the open slot in your schedule within five minutes.
3. Send Notifications: EasyFill sends customizable text messages to clients that you select from the waitlist, informing them of the available appointment. 
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 client will receive a message from your practice letting them know they have secured the appointment time. Your practice can then choose to add the appointment to your schedule and push the new appointment details to your PracticeQ system. You must have the Enable Writeback setting enabled to see this option.

IMPORTANT: If the client who accepted the EasyFill request had an existing appointment that needs to be cancelled, your practice must manually cancel the original appointment in the PracticeQ calendar.

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.
     • When disabled, your practice can go to EasyFill → Requests and click the Manage button to see all clients who have confirmed their availability. You can then click Fill for the client that you prefer to give the slot to.
   • Notify Denial: Automatically sends a message to clients who responded but did not get the appointment, keeping them informed.  
   • Enable Writeback: This enables an Add to Calendar button when a client fills an EasyFill request. Pushing this button syncs the new appointment information to PracticeQ's calendar.
   • 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.