22% reduction in no-shows with smart scheduling
A multi-location medical practice with 12 providers was losing $400K annually to no-shows and scheduling gaps. We built a prediction and intervention system.
fewer no-shows
annual savings
to production
The Challenge
No-show rate averaged 18%. Reminder calls were generic and poorly timed. Schedule gaps couldn't be filled because the waitlist was managed in a spreadsheet.
Our Approach
- 01
Diagnosed: Analyzed 2 years of appointment data to identify no-show predictors.
- 02
Scoped: A risk-scoring model with personalized reminder sequences and automated waitlist backfill.
- 03
Built: Integration with their EHR, SMS/email engine, and a real-time waitlist matcher.
- 04
Verified: Piloted with 2 of 4 locations for 3 weeks before expanding.
- 05
Shipped: Full rollout with provider-specific dashboards.
The Outcome
No-show rate dropped from 18% to 14%. Schedule utilization increased from 78% to 91%. Front desk staff saved 10 hours per week on phone calls.
“We're seeing more patients with the same number of providers. The math is simple — that's revenue.”
Practice Administrator
Multi-location practice, 12 providers