What comes in
An appointment opens
- Thursday, 10:30 AM
- Follow-up visit cancelled
Appointment Coordination
A cancellation opens up. Your waitlist gets the call.
Caesar handles appointment scheduling and the follow-up around each visit. Patients can book or reschedule, while your team keeps control of provider availability and the visits offered.
- Books against your available appointments
- Works cancellations and missed visits
See the work
Two changes to the day. Both followed through.
Illustrative workflows showing what happens after a cancellation or a missed appointment.
What comes next
Waitlist response
- Earlier appointment offered
- Accepted visit added to the schedule
The accepted slot is booked and the waitlist updated.
What Appointment Coordination does
- 1Slot opens
- 2Find a match
- 3Patient accepts
- 4Calendar updated
What comes in
Visit marked missed
- Follow-up still needed
- Patient has not rebooked
What comes next
Next appointment
- Patient receives a rebooking message
- New visit confirmed
The follow-up continues after the missed appointment.
What Appointment Coordination does
- 1Missed visit
- 2Reach out
- 3Choose a slot
- 4Confirm visit
What it handles
Keep the schedule moving.
The appointment is only part of the work. Caesar follows the changes around it so your front desk has fewer lists to chase.
Book and reschedule
Offer appointments that fit the visit type and provider schedule. Patients can book through your connected web or messaging channels.
Get a confirmation
Send reminders on your cadence and record the response. Patients who cannot make it can move their visit.
Work the waitlist
Offer a cancelled appointment to patients waiting for an earlier visit, using the rules your practice sets.
Bring patients back
Follow up after missed visits and contact patients due for a recall. Record who booked and who still needs attention.
Fits your practice
Your scheduling rules set the boundaries.
Start with the visit types and outreach you want Caesar to handle. Keep the rest with your team.
- 1
Connect the schedule
Read availability from the scheduling system your practice already uses.
- 2
Set the visit rules
Define eligible visit types and which providers can take each appointment.
- 3
Follow the response
Offer a booking or a new time and record the patient's choice.
- 4
Update the appointment
Write the booking back and leave unresolved requests for staff.
Your team owns the schedule.
Caesar follows configured availability and outreach rules. Requests outside those rules go to staff, including visits that need a clinical decision before booking.
- Choose your reminder timing and channels
- Review requests that need a person
Keep your existing system.
We confirm the available connections and functions in your electronic medical record system, or EMR, before setup.
Check your EMR integration
Available functions vary by system and agent.
Before you start
Your questions, answered.
What to expect from Appointment Coordination, and what your team controls.
How does the agent reduce no-shows?
Timed reminders use SMS, email and phone, with extra outreach for visits flagged as more likely to be missed. Patients can confirm or reschedule directly. Your team controls reminder timing and the outreach rules.
Does it sync with our existing calendar and EHR?
Yes. It reads and writes appointments in the connected scheduling system, including Epic, athenahealth, eClinicalWorks and NextGen. Your provider availability and visit rules remain the source for each booking.
How does the waitlist backfill work?
A cancellation triggers an offer to eligible patients waiting for an earlier visit. The appointment becomes booked when a patient accepts and the schedule confirms the opening.
Can patients book without calling the office?
Yes. Patients can self-schedule through your connected website, portal or SMS around the clock. Offered slots follow your provider availability and approved appointment types.
What about patients due for a recall or follow-up?
The agent works recall lists for follow-ups, annual visits and overdue screenings. It also reaches patients after a missed appointment to offer rebooking, recording which patients still need attention.
Is the Appointment Coordination Agent HIPAA compliant?
Yes. The Appointment Coordination Agent runs on HIPAA-compliant infrastructure. Data is encrypted in transit and at rest. Caesar Health executes a Business Associate Agreement (BAA) at contract signing. SOC 2 Type II is in progress.
How can we track scheduling performance?
Scheduling analytics show no-show trends, utilization and reminder performance. The workflow can use no-show risk flags for additional reminders and configured rules to fill gaps or balance appointments across providers. Your team decides when a request needs human review.
Appointment Coordination
Show us how your schedule works.
We will walk through your booking rules and a cancellation workflow using your practice's setup.
Book a demo