Waitlists in DayBack

In this two-part blog series, we’ll explore two powerful ways to customize DayBack’s right-hand sidebar — first, to manage an appointment waitlist, and second, to schedule a series of follow-up appointments.

Managing a Cancellation Waitlist

Imagine you’re running a busy outpatient surgical clinic where surgeries are often booked weeks or months in advance. With DayBack’s Unscheduled Appointments sidebar, you can easily create a cancellation waitlist to fill earlier openings as they become available.

In our example video:

• Gold appointments represent patients who are eligible for scheduling within the current date range visible on the calendar.
• Gray appointments fall outside the visible range and aren’t eligible for rescheduling within that view.

You can use the tabs at the top of the sidebar to toggle between all waitlisted appointments and those eligible for scheduling within your current view.

Check out the video below:

Adding Patients to the Waitlist

Let’s say a patient’s surgery is booked three weeks from now, but you’d like to offer them an earlier date if possible.

To do this, simply open their appointment and click “Request Earlier Slot.” This creates a linked copy of the appointment in waitlisted status and adds it to the sidebar.

Appointments in this status are easy to spot, as they’re also outlined in orange in the main calendar view.

Filling a Cancelled Slot

When a cancellation occurs, it’s easy to find the next eligible patient. For example, if a procedure requires a two-hour time block, you can scan the calendar for available windows and simply drag the waitlisted appointment into the new slot.

Once rescheduled, DayBack will automatically:

• Cancel the original appointment, and
• Trigger automated notifications, such as a text message and a confirmation email, to inform the patient of their new appointment time.

This workflow ensures that openings are filled efficiently, and patients are seen at the earliest possible time.

Want to Learn More?

These kinds of custom scheduling workflows — including waitlists, auto-notifications, and follow-up scheduling logic are tailored to your organization’s specific processes via one or more implementation packages.

In our next post, we’ll show how to create a series of follow-up appointments using preconfigured scheduling templates, making recurring appointment management just as easy.

If you’d like to see how DayBack can be customized to fit your team’s workflow, reach out to our team.
We’d love to help you design a scheduling experience that’s tailor-made for your scheduling workflow.