FillingGaps detects cancellations in real time, matches open slots to waitlisted patients by preference, and fills chairs in minutes. Not hours. Not phone calls. Minutes.
Staff spend 3+ hours daily calling patients one by one to fill cancellations. Most calls go to voicemail.
Spiral notebooks and spreadsheets go stale instantly. No preference matching. No priority ordering. No automation.
Each empty 45-minute slot is unrecoverable production. One missed appointment per day costs $20K-$70K per year.
38% annual admin turnover in dental. Your best people quit because they're stuck making calls instead of serving patients.
When a patient cancels, FillingGaps launches an intelligent cascade. No human intervention required.
Real-time sync with your PMS catches the open slot instantly. The engine queries your waitlist for patients whose day, time, and provider preferences match.
The top-priority patient gets an SMS or email with a one-tap reservation link. The slot is row-locked for 15 minutes. No double-booking. No race conditions.
If accepted, the swap happens instantly and the patient's old future slot opens up, re-triggering the engine for someone else. If declined or expired, the next patient gets the offer.
Your PMS is updated in real time. Staff sees the fill in the Practice Command Center. Revenue recovered. Zero phone calls made.
Max one proactive notification per patient per 24 hours. Your patients feel cared for, not spammed.
Row-level database locks on the specific slot. The rest of your schedule stays fully functional during the cascade.
Every accepted swap creates a new vacancy further out, automatically re-triggering the cascade for the next waitlisted patient.
Your staff sees every active cascade in real time. Which patient is being offered which slot, how many minutes remain on the lock, and estimated revenue being recovered.
Real-time view of active offer windows, patient priority queues, and countdown timers
Total spots filled, chair hours recovered, and estimated revenue saved, calculated against your average appointment value
Your patients get a branded portal showing their appointment and any exclusive early openings matching their preferences
Start with zero risk. If FillingGaps fills zero slots, you owe zero dollars.
100% free to install. We track every automated reschedule. You only pay for results. Zero fills = zero cost.
Up to 5 fills/month
$15/fill overage
Up to 20 fills/month
Included
Unlimited fills
Priority support
FillingGaps exists to make that number zero. One practice, one cancelled slot, one filled chair at a time.