In short: TrackStat's Wait List and bulk texting reports let you tag patients waiting for an earlier appointment and text or email them the moment a cancellation opens a slot. This guide covers tagging wait list patients, filtering reports by date and tag, sending bulk texts, and messaging patients from the Appointment Report.
đ Overview / What Youâll Learn
A wait list helps you keep track of patients who want an appointment soonâlike 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, youâll learn how to tag wait list patients, filter them by date or need, and send a bulk text message to offer open appointments.
đȘ Step-by-Step Instructions
đ„ Video
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 âWait Listâ and apply it to anyone who wants to be notified if a spot opens up soon.
To add a tag, go to the patientâs card, click Tags, and select or create a new âWait Listâ tag.
You can also add tags in bulk from reports or campaign lists.
If youâre not familiar with tags yet, you can reference the article âUsing Tags in TrackStatâ for a full walkthrough on how to add and manage them.
Go to All Patients report
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 âWait Listâ 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 donât 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, âWe have a massage opening today at 3 PM!â), 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.
đĄ Examples for Chiropractic Offices
A 1 PM massage appointment cancels. You filter by âWait Listâ and âToday,â then send:
âA 1 PM massage slot just opened! Reply YES to book it.â
Your chiropractic assistant filters by âWait Listâ and âNo Upcoming Visit,â then sends:
âWe have a same-day chiropractic opening at 4 PM. Call or text to schedule!â
â 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 âUsing Tags in TrackStat.â
đ Appointment Report
Is your clinic needing to close due to poor weather conditions such as snow, ice, freezes, storms, hurricanes, fire, or tornadoes, or because of emergencies like a sick doctor, not feeling well, or other unforeseen circumstances that may impact normal operations?
You can use the bulk message feature from the Appointment Report to send a message to patients with upcoming appointments.
Select the date(s) you will be closed and click on patients scheduled for those days you want to receive the message.
Click "Actions" then "Send Message"
Prepare and send the message
Patients can confirm their availability by replying via text to your clinic.
Note: The Wait List feature in ChiroTouch Classic (server) actually creates an appointment in the ChiroTouch Classic (Server) database which can trigger appointment reminders to these patients. The appointments generally have an appointment time of midnight or 12:00AM. Consider scheduling Wait List appointments in ChiroTouch Classic (Server) with a provider or appointment type that is not included in your appointment reminder campaigns to avoid sending messages to Wait List patients or use the wait list solutions within TrackStat instead.