Appointment Optimizer

Recover empty slots and turn capacity into revenue, automatically

Every cancellation and open slot cost revenue, underutilizes provider time, and creates missed opportunities to deliver care. CheckinAsyst’s AI-powered Appointment Optimizer identifies open slots and matches them with patients most likely to book the visit, helping your practice maximize provider utilization with minimal staff effort.

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One platform, multiple ways to optimize schedules

From waitlists and recalls to no-show recovery, Appointment Optimizer brings multiple schedule-filling opportunities together in one platform. Its intelligent patient-matching engine evaluates demand across these sources to identify the best-fit patients for each available slot, giving every opening more chances to fill.

  • Waitlist & cancelled appointments: Expand care access for waitlist patients and cancelled appointments by notifying them instantly whenever a slot becomes available.
  • Recall reminders: Nudge patients due for follow-ups to schedule their visit, helping close care gaps and drive more demand.
  • Early appointment access: Turn future appointments into opportunities to fill today’s openings by offering earlier slots to eligible patients.
  • No-show recovery: Re-engage patients who have missed their appointments and make it easy for them to schedule their next visit.

When a slot opens, Appointment Optimizer gets to work

From intelligent matching and outreach to updating confirmed appointments in the PM, Appointment Optimizer does the heavy work of filling capacity so your staff doesn’t have to.

  1. Finds open slots: The platform automatically detects an open slot or cancellation by pulling the information from the PM system.
  2. AI engine matches patients: The AI engine identifies patients who are most likely to book the available slot from various demand pools.
  3. Sends patient outreach: Staff can send patients an automated or on-demand SMS notification about appointment availability.
  4. Booked appointment: Patients can confirm their availability and will be allotted the open slots based on the configurable rules.
  5. Update in PM system: Once the appointment is confirmed, the slot is booked, and the details are reflected in the PM system.

The intelligence behind every filled slot

Appointment Optimizer goes beyond simple matching to identify the patients worth reaching first and decides how and when to reach them, helping organizations turn available capacity into confirmed appointments.

  • AI patient matching: Score and rank patients using configurable parameters. The engine identifies and prioritizes the patients who are likely to book each open slot, not simply everyone who qualifies.
  • Automated or on-demand patient outreach: Choose the workflow that works for your practice. When a slot opens, let the platform automatically notify relevant patients, or have your staff trigger an SMS on the spot.  

Solve today’s openings with future appointments

Appointment Optimizer helps solve earlier open slots by automatically pulling patients with future appointments. Bring future demand forward to recover today’s capacity and create new opportunities to fill the appointments they leave behind.

  • Create more opportunities: Offer earlier appointments to patients already scheduled in the future, bringing demand forward when new slots become available.
  • Multi-level configuration: Set preferences at the practice or location level, including whether patients must provide consent to receive earlier appointment offers or be sent directly to eligible patients.

Optimize provider schedules with smarter insights

Track provider utilization to identify process improvements and drive better outcomes from every schedule.

  • Track how effectively the platform fills open appointment capacity.
  • Understand where capacity goes unused to improve marketing efforts.
  • Analyze conversion rates of outreach into confirmed appointments.
  • Measure average time required to fill an open appointment slot.

More filled schedules. Minimal staff effort. Better access.

  • Maximize provider revenue: Recover capacity that could otherwise be lost to cancellations, no-shows, and empty slots.
  • Reduce staff burden: Replace time-consuming manual searches and phone outreach with intelligent, automated workflows.
  • Ensure care continuity: Keep patients from falling through the cracks by engaging those due for follow-up care.
  • Improve patient access: Give patients more opportunities to get the care they need sooner, without any phone tag.

Ready to optimize provider schedules and improve revenue?

Discover how Appointment Optimizer can help you recover empty slots, maximize provider capacity, and automate finding and reaching the right patients.

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