WAITLIST

Unfilled cancellations have met their match.

Match patients with open slots for fuller schedules, sooner care, and more revenue. Automated SMS offers mean no spreadsheets, sticky notes, or staff calling down a list.
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Gain millions in revenue simply by filling open slots.

 

33
days sooner
care on average
image 23
Read the case study >
$1.2M
revenue saved
with automated waitlist offers
logo-houston-ent
Read the case study >
95%
waitlist fill rate
with automated ofers
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Read the case study >
33
days sooner
care on average
image 23
Read the case study >
$1.2M
revenue saved
with automated waitlist offers
logo-houston-ent
Read the case study >
95%
waitlist fill rate
with automated ofers
Tribe513_20logo 1
Read the case study >

HOW IT WORKS

Your providers’ time is valuable. Make every minute count.

1. Ellie cancels her appointment

Via phone, SMS, or patient portal

2. Cancellation writes back to the EHR

Ellie is prompted to reschedule by SMS. 

3. Open slot is offered to Daniela by SMS

Daniela’s appointment is the same appointment type, duration, and provider as Ellie’s.

4. Daniela accepts the offer

She’s texted a confirmation and the change is reflected in the EHR.  

Default Image
1. Ellie cancels her appointment

Via phone, SMS, or patient portal

2. Cancellation writes back to the EHR

Ellie is prompted to reschedule by SMS. 

3. Open slot is offered to Daniela by SMS

Daniela’s appointment is the same appointment type, duration, and provider as Ellie’s.

4. Daniela accepts the offer

She’s texted a confirmation and the change is reflected in the EHR.  

Drill down into details for a specific appointment, such as the status of required forms, copays, and insurance verification.

With Spark, translate patient's text messages or toggle to see the original. Translate your responses back to the patient's language before sending.

Handles complexity, so staff don’t have to

Layer_3 (2)

 

Eliminate manual staff work
No manual steps, no double-documentation, no stress. Guardrails and integration keep the waitlist humming – even on the weekends.

Layer_3 (3)

 

Customize waitlist offers
Based on appointment type, days until appointment, and more. Send offers to one patient at a time, or first-come, first-serve.

Frame (1)

 

Keep the EHR the source of truth
All changes sync in near-real-time with your EHR schedule.

What others are saying

“
“We have high-value specialty appointments with more demand than availability. We can care for more patients because Luma automatically matches patients who are waiting with last-minute availability.”
Renee McKibben, RN, MSN Operations Director
image 28-1
Patients are seen
33 days sooner
with waitlist
Read the Case Study >
$1.2M
in revenue
captured in two years

“As slots were filled, it was staggering how much saved revenue we had…it was nothing close to our previous systems."

Chuck Leider

CEO

image 24 Read the case study >
$127K
in revenue
captured annually with waitlist

“We’ve had patients that are now seen in three days instead of three months.”

Sean Murphy

Chief Financial Officer

image 26 Read the case study >
1 in 3
patients
accept a waitlist offer

“Wait times in dermatology can be quite lengthy. The waitlist works in the background…We can have an intelligent approach to our waitlist with minimal effort.”

Reena Jogi, MD

Co-Founder

image 27 Read the case study >
$1.2M
in revenue
captured in two years

“As slots were filled, it was staggering how much saved revenue we had…it was nothing close to our previous systems."

Chuck Leider

CEO

image 24 Read the Case Study >
$127K
in revenue
captured annually with waitlist

“We’ve had patients that are now seen in three days instead of three months.”

Sean Murphy

Chief Financial Officer

image 26 Watch the webinar >
1 in 3
patients
accept a waitlist offer

“Wait times in dermatology can be quite lengthy. The waitlist works in the background…We can have an intelligent approach to our waitlist with minimal effort.”

Reena Jogi, MD

Co-Founder

image 27 Watch the video >

HOW IT WORKS

No digital dead ends for patients

Get patients onto your schedule, and then keep them there. Self-scheduling from a variety of
channels and actionable rescheduling pair with waitlist to bring in more patients, get them to
care, and improve their experiences.

Referrals

Bring in new patients

Group 13077
Actionable Reminders

Empower patients with next steps

icon - reminders
Scheduling

Let patients book from anywhere

icon - scheduling
Patient Communications

Reach all your patients

icon - comms
Payments

Take care of financials

icon - pay
Recall

Bring patients back

Group 137612
icon - fax
Fax Transform

Simplify back-office workflows
icon - front door
Front Door

Welcome patients via Navigator or LumaBot
icon - waitlist
Waitlist

Keep patients on the schedule
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Intake

Prep patients for care
icon - eligibility
Eligibility

Check patient's coverages

See what empty slots are costing you

Fill Empty Appointment Slots

https://9046263.fs1.hubspotusercontent-na1.net/hubfs/9046263/Group%2081.png

Increase revenue by using Luma to keep your schedules full (including last-minute cancellations).

Monthly Visit Volume
Average Value of a Visit ($)

Save Front-office Staff Time

https://9046263.fs1.hubspotusercontent-na1.net/hubfs/9046263/Group%2082.png

Improve staff efficiency by automating administrative tasks with Luma.

Monthly Visit Volume
Hourly Labor Cost ($)

Enhance Call Center Efficiency

https://9046263.fs1.hubspotusercontent-na1.net/hubfs/9046263/Group%2079.png

Reduce costs by empowering callers with Luma’s automated, AI-driven self-service options.

Monthly Call Volume
Hourly Labor Cost ($)

Reduced No-Shows

https://9046263.fs1.hubspotusercontent-na1.net/hubfs/9046263/Group%2080.png

See how much your no-shows are costing you and how much Luma can reduce them.

Monthly Visit Volume
Current No-Show Rate (%)
Average Value of a Visit ($)

Increased Collections

https://9046263.fs1.hubspotusercontent-na1.net/hubfs/9046263/Group%2078.png

Improve revenue cycle efficiency by using Luma to automate payments.

Monthly Visits Owing a Copay
Average Copay ($)
Current Time-of-Service Copay Collection Rate (%)
Fill Empty Appointment Slots

Fill Empty Appointment Slotshttps://9046263.fs1.hubspotusercontent-na1.net/hubfs/9046263/Group%2081.png

Increase revenue by using Luma to keep your schedules full (including last-minute cancellations).

Monthly Visit Volume
Average Value of a Visit ($)
Increased Collections

Increased Collectionshttps://9046263.fs1.hubspotusercontent-na1.net/hubfs/9046263/Group%2078.png

Improve revenue cycle efficiency by using Luma to automate payments.

Monthly Visits Owing a Copay
Average Copay ($)
Current Time-of-Service Copay Collection Rate (%)
Enhance Call Center Efficiency

Enhance Call Center Efficiencyhttps://9046263.fs1.hubspotusercontent-na1.net/hubfs/9046263/Group%2079.png

Reduce costs by empowering callers with Luma’s automated, AI-driven self-service options.

Monthly Call Volume
Hourly Labor Cost ($)
Save Front-office Staff Time

Save Front-office Staff Timehttps://9046263.fs1.hubspotusercontent-na1.net/hubfs/9046263/Group%2082.png

Improve staff efficiency by automating administrative tasks with Luma.

Monthly Visit Volume
Hourly Labor Cost ($)
Reduced No-Shows

Reduced No-Showshttps://9046263.fs1.hubspotusercontent-na1.net/hubfs/9046263/Group%2080.png

See how much your no-shows are costing you and how much Luma can reduce them.

Monthly Visit Volume
Current No-Show Rate (%)
Average Value of a Visit ($)

For every patient journey

Find a fit for every one of your unique patients.

 
Jae icon
Jae, 21
Needs to be seen before summer break
Frame Baltimore, MD
Layer_3 (4)
Schedules with dermatology in 2 months
Group 12971 Patient Self-Scheduling
Layer_3 (1)-2
Receives an offer for next week
Group 12971 WAITLIST
Layer_3 (5)
Accepts and completes forms by SMS
Group 12971 Intake Forms
 
Nia Icon
Nia, 39
Mom of 2
Frame Denver, CO
 
Nia Icon
Nia, 39
Mom of 2
Frame Denver, CO
Layer_6 (2)
Kids are home sick and can’t make appointments
Layer_3 (9)
Reschedules pediatrician for next week
Group 12971 Patient Self-Scheduling
Layer_6 (3)
Original appointment is offered to another patient
Group 12971 WAITLIST
 
Jae icon
Jae, 21
Needs to be seen before summer break
Frame Baltimore, MD

What sets Luma apart

icon_workflow 1
Install quickly and easily, at any point in your EHR lifecycle
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Configurable to support your most complex workflows
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Scale up, from wherever you start

See how the Patient Success Platform helps your business

Who we serve Build your demo

Frequently asked questions

What is patient waitlist management, and how does it work?

Patient waitlist management automatically fills canceled appointments by offering those time slots to other patients on the waitlist. Luma's platform integrates with your EHR and ensures that patients get matched with the correct appointment type and provider without any manual work.

How does Luma's waitlist management system save time for staff?

Implementing this system eliminates manual processes like making calls or maintaining spreadsheets. When an appointment gets canceled, the system automatically sends offers to patients on the waitlist, freeing up your team's time for other tasks.

Can the waitlist system handle last-minute cancellations?

Yes, Luma's waitlist system quickly matches last-minute cancellations with patients looking for similar appointment types. This minimizes downtime and ensures your schedule remains full, even on short notice.

Does Luma's waitlist management integrate with my EHR system?

Absolutely. Luma's waitlist management system integrates seamlessly with your EHR. It will synchronize scheduling updates in near-real-time and maintain the EHR as the source of truth.

Is patient privacy protected when using Luma's waitlist management?

Yes, Luma's HIPAA-compliant platform ensures that all patient communication and data management processes, including those related to waitlist management, meet privacy and security standards.

Can I customize how waitlist offers are sent to patients?

Luma lets users customize how and when waitlist offers are sent. You can tailor offers based on factors like appointment type, urgency, and availability.

What happens if a patient rejects a waitlist offer?

When a patient declines a waitlist offer, the system can automatically offer the appointment to the next patient in line.

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