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AI agent for virtual assistants

Therapy Waitlist Matching Agent

Fill openings quickly with the right client

SchedulingAutomationHealthcareOperations
See how it worksGet access
Therapy Waitlist Matching Agent: what goes in, what the agent does and what you get

What it does

Therapy waitlists grow while openings appear as clients finish, and matching them by hand is slow. This agent keeps the waitlist with each client's needs, availability, insurance and urgency. When an opening appears, it ranks matches by clinician specialty, time slot and insurance fit, and drafts an offer for the best one. A clinician confirms the match before the offer goes out. If the client does not accept within 48 hours, it moves to the next best match. Each week it reviews the list to confirm clients still want care and flags anyone who has waited past the target time. Removing someone from the list needs staff approval. Edge case: a waitlisted client who reports worsening symptoms is moved straight to urgent review by a clinician instead of waiting for an opening.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
ApprovedYes, continueNo 1 STARTS WHEN Opening appears 2 USES A TOOL Search waitlist for matches 3 DOES Rank by urgency and fit 4 YOU APPROVE Clinician confirms match 5 USES A TOOL Send offer to the client 6 CHECKS THE RESULT Did the client accept within 48 hours? If not: offer to the next best match. Back to step 2. 7 RESULT Intake booked
Read the steps as a list
  1. Opening appears
  2. Search waitlist for matches
  3. Rank by urgency and fit
  4. Clinician confirms matchThe agent waits here for your OK.
  5. Send offer to the client
  6. Did the client accept within 48 hours?If not: offer to the next best match. Back to step 2.
  7. Intake booked

How it decides

Matches are ranked by urgency, then fit with specialty, time and insurance.

  • Urgent clients first
  • Insurance must match the clinician's panels
  • Clients waiting over 30 days are flagged

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Acceptance window
  • Urgency criteria
  • Target wait time
  • Message template

What keeps you in control

It always asks you first

  • Match confirmation
  • Removing clients from the list

Hard limits

  • No clinical advice in offers
  • Respect contact consent

It stops when

  • Done: opening filled
  • Stop: no matches, list the opening for new referrals

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensAn opening came up on Thursdays at 4 pm with a trauma-trained clinician. The agent ranked 3 waitlisted clients who matched the insurance and time. The clinician confirmed the first match. The offer went out on May 6, but the 48-hour check found no reply. The agent went back to the waitlist, sent the offer to the second client, who accepted the next day. Intake was booked for May 15.

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