Waitlist & Gaps

A waitlist only works if someone's watching it

Adding a patient to the waitlist is only half the job — the other half is actually noticing when a slot opens up and getting that patient into it before the opening goes stale. Waitlist & Gaps is the check on that second half. It shows everyone currently on the waitlist, how long they've been waiting, and whether they've already been notified of an opening, so you can tell a healthy, actively-worked waitlist from one that's quietly piling up.

A waitlist that grows steadily without anyone moving off it is a signal worth acting on — either slots genuinely aren't opening up often enough for the demand, or they are opening up and nobody's working the list to fill them. Both are fixable, but only if someone's actually looking at this report rather than treating the waitlist as a fire-and-forget list.

At a glance

Shows who's on the waitlist, how long they've waited, and whether they've been notified
Filters by location only — this report is meant to be checked frequently, so it stays simple
A patient drops off this report automatically once they're booked into a slot
Full waitlist management — adding patients, notifying them, booking them in — happens on the scheduler, not here

The Waitlist & Gaps report showing the location filter, the three KPI tiles, and the Waitlist table with days-waiting and status columns.

Filter

Location — restricts the report to one clinic location, or shows all locations combined. This is the only filter, deliberately — this report is meant for a quick daily or weekly glance, not deep historical analysis.

KPI tiles

On waitlist — total patients currently waiting for an opening.
Notified — of those, how many have already been told a slot is available and are waiting on their response.
Waiting — patients still waiting to be notified of any opening at all.

The Waitlist table

Each row is one patient currently on the waitlist. The Days waiting column is the one worth sorting by regularly — a patient sitting near the top of a long wait is the first person you should be trying to place, not necessarily the next name alphabetically.

Since	Patient	Preferred practitioner	Preferred type	Days waiting	Status
Date the patient was added to the waitlist	Patient name	Practitioner they'd prefer to see, if specified	Appointment type they're waiting for	Days between joining the waitlist and today	Waiting, or Notified if an opening has already been offered