hexylOffer a cancelled dental appointment to the right waiting patient
Match an available slot to an agreed waiting list, confirm the replacement booking and prevent two people being promised the same time.
In this guide
Prepare a usable cancellation list
A cancellation list is different from a recall list: these patients have asked for a suitable earlier appointment. Record their preferred days, practice location and the visit they need. Your team decides whether an existing later booking should be moved or retained.
- Map appointment duration, clinician and room requirements.
- Agree the order of offers, contact preferences and offer expiry.
- Exclude patients whose circumstances or clinical instructions require a staff review.
Release and offer the actual space
Check that the original cancellation has been saved and the slot is available. Offer the time only to eligible patients. If the diary supports a hold, make its expiry explicit; otherwise explain that availability will be rechecked when the patient accepts.
Save the replacement booking before sending its confirmation. When bringing an existing visit forward, verify the new appointment and handle the old one under the agreed move procedure. Stop further offers as soon as the slot is filled.
Test competing replies and changed plans
Use a fictional hygiene cancellation as a pilot. Let two eligible patients reply, then make the slot unavailable through reception. The workflow must explain the outcome without creating a duplicate booking.
- Test a reply arriving after the offer expires.
- Check that a check-up is not inserted into a slot reserved for a different service.
- Escalate clinical urgency and suitability questions to the practice’s approved route.
Measure filled capacity accurately
Track released slots, offers, accepted appointments and attended replacements. Distinguish bringing a later visit forward from gaining an additional completed visit. Review staff time, duplicate offers and unfilled spaces. Apply your own contribution after delivery costs when assessing the value of recovered capacity.
Start with the scope you need
Begin with one appointment type and one practice diary. Reception and the clinical team define eligibility; add Flow only for the extra connection work required.
- Hexyl Book — Bookings & appointment reminders
- Hexyl Connect — Calls, messages & web chat
Optional additions
- Hexyl Flow — Software connections & automation
- Hexyl Pay — Payments & deposits
Your proposal confirms inclusions, product tiers, supported actions and setup costs. Related products are not automatically added to a package.
Plan my dentistry packageContinue with a related guide
Use a clear due-for-return list, agreed contact rules and saved-booking checks to help existing customers arrange their next visit.
Hexyl Book · family appointmentsBook several family members in one conversationPlan separate appointments for each person, handle partial availability and keep booking permissions separate from access to private information.
Hexyl Pay · booking depositsMake WhatsApp deposits part of a clear booking journeyExplain the payment terms, distinguish a held slot from a confirmed appointment and keep payment status connected to the booking outcome.