A call board that closes its own cards
A typed-in count tells you nothing. A board tells you who still hasn't been called.
- Service
- Front office and referrals
- Status
- in production
- Built
- October 2026
281
cards created on the first run
Source: Build notes, Oct 2026
39 (14%)
closed automatically because the patient already had another appointment booked
Source: Build notes, Oct 2026
204
cards moved to Follow up or Completed by 8 employees in the first two days
Source: Build notes, Oct 2026
The problem
Staff reported their follow-up calls as a number typed into a daily checklist. The number said how many calls were made; it didn't say which patients were still waiting for one, or whether a patient had already rebooked on their own.
What was built
Every patient who misses or cancels a provider appointment becomes a card on a call board for the front desk, with phone and insurance filled in from the EHR where available. Cards move from Pending to Follow up to Completed. The system closes a card by itself when the patient rebooks, and each employee gets a Friday reminder of what is still open.
What was hard
Patients who rebook months out had to be caught too, so the bot runs a long-range export once a day to close those cards. Repeated cancellations by the same patient now merge into one card instead of three.
Result
The first run created 281 cards and closed 39 of them (14%) automatically because the patient already had another appointment on the books. In its first two days, 8 employees moved 204 cards to Follow up or Completed.
Where the numbers come from
Build notes from October 2026.