Partner and automate, in about two weeks.
Waitly finds the gaps in your schedule, reaches the right patients, and books them back in — without your staff touching it. Here is how you get there, and what we need from you along the way.
HIPAA-COMPLIANT · BAA SIGNED BEFORE ANY DATA MOVES · 30 MINUTES A WEEK FROM YOUR TEAM
Connected and verified. No patient contacted.
Every site ramps through three phases. In that order.
No site skips a gate. That is why the timeline holds — anything unexpected surfaces in week one, not in month three.
- Days 1–5
Crawl
Outreach volumenoneWe connect and prove the data is right in both directions. The technical build finishes here.
Nobody is contacted - Days 5–12
Walk
Outreach volumeconstrainedOutreach starts at low volume. Our team checks every confirmed booking by hand before we open it up.
Every booking hand-checked - Week 2
Run
Outreach volumefullFull volume, no human in the loop. This is the point at which a site counts as live.
Site counts as live
Most of the work is ours. By design.
About thirty minutes a week from your side, front-loaded into week zero. We run the rest.
Every day accounted for. Including ours.
The clock starts when your scheduling vendor issues API credentials — the one hand-off neither of us controls. Everything before it runs in parallel.
- Week 0Day of signature
Paperwork, and the two long leads
Two things depend on outside parties, so they start the day you sign: your agreements, and the API credentials your scheduling vendor will only issue to you.
- You
- Sign, and request credentials.
- Waitly
- Register your caller ID, start scoping, chase the vendor with you.
- Week 0–1Runs in parallel
One call, and we map your systems
A single 30-minute call with everyone who needs to be there. We work out which system really holds your schedule, and what Waitly is being pointed at. None of it waits on credentials.
- You
- One call, one login, one contact per clinic.
- Waitly
- Discovery, systems mapping, and scope.
- Days 1–5From credentials in hand
We connect and confirm data flow
We build the integration, confirm our view of your schedule matches yours in both directions, and capture your pre-Waitly baseline. The technical build is finished at the end of this.
- You
- Nothing — unless we spot a setting worth changing.
- Waitly
- Integration, verification, baseline.
- Days 5–12Roughly one week
Outreach live, at low volume, checked by hand
Outreach starts, deliberately constrained. Our team verifies every confirmed appointment — right patient, right slot, right provider — before we open the volume up.
- You
- Let staff know appointments will start appearing.
- Waitly
- Outreach, plus a manual check on every booking.
- Week 2Site is live
Full patient outreach, nobody in the loop
A site counts as live once it holds here — not on the strength of one good booking.
- Weeks 3–6Performance climbing
Tuning
Targeting sharpens as the system learns from live results and your clinicians tell us what we are missing. Early numbers understate where this lands.
- Week 6Numbers are representative
Steady state
Performance settles. From here, the numbers reflect what Waitly actually does.
- Day 90First formal review
Return on investment review
A full read against the baseline we captured before we contacted anyone. We check in at thirty days too, but reviewing return that early would understate it.
Timing reflects a typical implementation on a clean system configuration. Complex or multi-instance environments are scoped individually.
Two things can slow this down. Both are manageable.
Neither is a surprise to us, and both get handled in the open with you.
- 01
Vendor credential turnaround
Most EHR, EMR, and PMS vendors move slower than we do — we are often sitting on finished code, waiting on a validation call to clear their backlog. And credentials get issued to you, never to us, so we cannot chase them for you.
MitigationAsk for them the day you sign, not at kickoff. We escalate alongside you if it stalls.
- 02
Clinical nuance specific to your clinics
Waitly learns how your organization works, but individual clinics have their own habits — and sometimes what matters most lives somewhere the API will not show us, like a free-text note instead of the treatment plan.
MitigationWe find these in discovery and crawl, then build around each one — a timing rule, an exclusion, a different signal. Designed for, never guessed at.
How we will know it worked. In your own numbers.
Outreach impact
How many patients we reached, how many responded, and how many came back onto your schedule.
Appointment volume
Openings filled and incremental appointments — visits that would not have happened otherwise.
Revenue booked
Revenue recovered from chairs and slots that would have gone empty, against what you spend.
Time savings
Front-desk hours no longer spent chasing cancellations, waitlists and reschedules by phone.
The full metric set is reviewed with you at thirty days and again at ninety.
The questions we hear most.
- About two weeks from signature to a live, fully autonomous site. The clock starts when your scheduling vendor issues API credentials — the technical build takes five days, outreach runs under manual review for about a week, then the site goes to full volume.
- About thirty minutes a week. The heavy part is week zero — a document pack to sign, a dedicated login, and one thirty-minute onboarding call — and after that it is a short check-in while we ramp. There is no new software for staff to learn, because Waitly writes into the EHR they already use.
- Credential turnaround from your scheduling vendor. They only issue credentials to you, so asking for them the day you sign rather than at kickoff is the whole mitigation.
- Waitly is booking patients from week two, so value shows up inside the first month. Numbers settle by week six, and we do the full return-on-investment review at day ninety against the baseline we captured before anyone was contacted.
- No. During crawl we connect, confirm our view of your schedule matches yours, and check who we would contact against your exclusions. Nobody is contacted until that passes.
Two weeks from now, your schedule fills itself.
The work on your side fits on a single page. The rest is ours.
HIPAA-compliant · BAA on every contract · SOC 2 in progress