Overview / What You’ll Learn
A wait list helps you keep track of patients who want an appointment soon—like a group of people waiting for a massage opening this week. When a cancellation happens, you can quickly contact those patients to fill the spot and keep your schedule full.
In this guide, you’ll learn how to tag wait list patients, filter them by date or need, and send a bulk text message to offer open appointments.
Step-by-Step Instructions
Add a Wait List Tag to Patients
Tags are simple labels that help you organize and find patients easily. You can create a tag called “Wait List” and apply it to anyone who wants to be notified if a spot opens up soon.
To add a tag, go to the patient’s card, click Tags, and select or create a new “Wait List” tag.
You can also add tags in bulk from reports or campaign lists.
If you’re not familiar with tags yet, you can reference the article “Using Tags in TrackStat” for a full walkthrough on how to add and manage them.
Go to All Patients
Open the All Patients section in TrackStat.
Filter by Date
Patients who had a visit within the last year should suffice
Find Patients on the Wait List
Use the “Wait List” tag filter to view only those patients who are waiting for an earlier appointment.
Select the Right Patients
From the filtered list, select all the patients who match your criteria.
Check for Upcoming Visits
Look to see who already has a next visit scheduled. You may want to contact only those who don’t have an upcoming appointment.
Send a Bulk Text Message
Use the bulk texting feature to reach everyone at once. If you have a saved message template (for example, “We have a massage opening today at 3 PM!”), you can use that to save time.
Customize Your Message if Needed
Edit the message to include appointment details, such as the service type, time, or provider.
Examples for Chiropractic Offices
A 1 PM massage appointment cancels. You filter by “Wait List” and “Today,” then send:
“A 1 PM massage slot just opened! Reply YES to book it.”
Your chiropractic assistant filters by “Wait List” and “No Upcoming Visit,” then sends:
“We have a same-day chiropractic opening at 4 PM. Call or text to schedule!”
Summary / Key Takeaways
A wait list helps you fill cancellations fast and keep patients happy. Tag your wait list patients, use filters to narrow your search, and send a bulk text when a spot opens up. For details on creating and managing tags, see the article “Using Tags in TrackStat.”