Waitlist
Updated
The waitlist fills the gaps cancellations leave. When a time frees up, MedPragma offers it to waiting patients, and whoever books first gets it.
Who can use it: staff, professionals, administrators and owners, on every plan. Automatic offers need a plan with WhatsApp (Solo or higher). On the Free plan, the list helps you keep track, but offers aren't sent.
Add a patient
- In the sidebar, select Waitlist and choose the clinic.
- Select Add patient.
- Search for the patient by name, ID or email.
- Choose the Doctor (or Any doctor) and the Service (or Any service).
- Set the dates that work (From / Until, up to 90 days) and the Time of day: Any time, Morning or Afternoon.
- Add a Note if needed and select Add.
Patients can also join on their own from the booking page, with None suits you? Let me know if an earlier one frees up. They show as Unconfirmed until they confirm their email.
How offers work
- Appointments cancelled at least 1 hour ahead are offered, if nobody has booked the time again.
- Each time is offered to up to 3 patients it suits, longest-waiting first.
- The message includes a link to book that time. Whoever books first gets it.
- Offers are never sent between 22:00 and 08:00 (clinic time), and each patient gets at most one offer every ~20 hours.
- The message is set up in WhatsApp → Automations → Freed time (waitlist).
Statuses
- Waiting: on the list.
- Unconfirmed: joined online and hasn't confirmed their email yet.
- Booked: got an appointment.
- Expired: their last date passed.
- Removed: the team removed them with Remove from the list (✕).
Troubleshooting
| Problem | What to do |
|---|---|
| A patient shows No WhatsApp | They have no phone number. Add it to their record so they get offers on WhatsApp. |
| Nobody gets offers | Check that the message is on in Automations and that your plan includes WhatsApp. |
| "Couldn't add. Check the details." | Check the dates: they can't be in the past or more than 90 days out. |