Share one waitlist in Gale

One waitlist for the whole practice

Gale keeps one waitlist per practice, so there is no switch to share it. When you add a clinician, their calendar works from the same list you already use. The owner, each clinician and the front desk see the clients on the calendars they can read, and chat reads the same list. The client who has waited longest comes first.

In chat, type "Who's on the waitlist?" (Ask in chat). Chat answers with the clients waiting and the times they want, plus their clinician when you see more than one calendar, or "No one is on the waitlist." To narrow it, type "Who's on the waitlist for Tuesday mornings?" For a short how-to in chat, type "How do I share a waitlist?"

On the screen, open the Calendar and press Waitlist (N) in the toolbar, where N counts the clients waiting on that calendar. In the Gale layout, it's Waitlist (N) on the Schedule. Once a second clinician has joined your practice, anyone who sees more than one calendar gets a Clinician filter on the Waitlist: All clinicians, or one person.

Add someone to the waitlist

In chat, type "Add Harper Lindell to the waitlist for any weekday after 4", with your client's name in place of Harper Lindell (Ask in chat). Chat shows an Add to waitlist card with the client, the wanted times (here, Weekdays after 4:00 PM) and the clinician. Tap Add to waitlist to save it. Undo takes it back, and nothing is sent to the client.

Leave the times off, as in "Add Harper Lindell to the waitlist", and the card reads Any time. The client must be on a calendar you book for. If they're already waiting, chat says so and adds nothing.

On the screen, open Waitlist (N) and press Add to waitlist. In the Classic layout, you can also press Add to Waitlist on the client's chart. Choose the client, then fill in:

• Clinician: Any clinician or one person. It shows in a group practice only. Any clinician means anyone on the client's care team.
• Wanted days and times: a day, with After and Before times. Press + Add time for more. No times added means any time.
• Location: Video Office, In person or Either.
• Until: an optional last day.

Press Add to waitlist to save. On the list, each client has Schedule, Edit and Remove. The owner can also tick Clients may join the waitlist from the Client Portal on the Waitlist settings card.

Offer a freed time by claim link

When a cancelled visit fits someone on the waitlist, the freed time shows under Openings, with up to three of the longest-waiting clients who fit. Once Offer by link is on, press Offer to waitlist and each of them gets a link to take it. The first client to take it is booked, and the others are told it went. No client hears anything until a person presses that button, unless Automatic offers is on.

First, the owner turns on Offer by link in Settings > Scheduling and inquiries > Waitlist. The Waitlist settings card is only in the Classic layout; in the Gale layout, the owner switches to Classic under Settings > Layout to reach it. Until Offer by link is on, Offer to waitlist can't be pressed and says where to turn it on. The same card sets Hold an offer for: how long the time is held for the clients offered it. It's 2 hours unless you change it.

In chat, type "Offer the 3pm cancellation to the waitlist", with the time of the opening (Ask in chat). You get a Ready to review card. Tap Open waitlist, and the Waitlist opens on that opening, with Offer to waitlist ready to press if the time hasn't been offered yet. Chat never sends the offer itself. If no one fits, chat says "No freed time at 3:00 PM has matches on the waitlist."

On the screen, press Review on an opening to see who matches, then press Offer to waitlist. Review holds the opening for you for five minutes, so a colleague sees Being handled by and your name, and can't offer it at the same time.

Each client's link opens a page called An earlier time, with the day, the time, the clinician and a Take this time button. If the time doesn't suit them, they keep their place on the waitlist.

Offers reach clients only once client contact is on for your practice, and never while client emails and texts are paused. Each client also needs an email or mobile on file and permission to be contacted. If an offer reaches no one, the Waitlist says so and the time stays open. Automatic offers, on the same settings card, sends a freed time without anyone pressing Offer to waitlist. It needs Offer by link on first.

Bring clients back with recalls

Recalls track when a client is due back. The owner opens Recalls on the Waitlist settings card and ticks Return visits. The Classic calendar's appointment flyout then gains Return visit, where you set when the client should come back, such as in 4 weeks. A booking for that client clears it.

In chat, type "Who is due back this month and not booked?" (Ask in chat). Chat lists the clients due back with nothing booked. When some have no recall task yet, it adds a Draft recall tasks card. Tap it to add one task each to your worklist to book a return visit. Nobody is contacted, and Undo removes the tasks. While Recalls is off, chat says so and where the owner turns them on.

On the screen, Clients not scheduled, under More in Gale in Analytics > Reports, lists active clients who have had a visit or have a return visit due, and have nothing booked. Return visits due come first. It shows only while Recalls is on. In the Gale layout, it's on Reports. Each row links to the client's chart.

To email clients when a return visit is due, the owner ticks Email clients when a return visit is due under Return visits. Like offers, recall emails reach a client only once client contact is on for your practice, and never while client emails and texts are paused.

Who can use the waitlist

Anyone who books can work the waitlist. The owner, each clinician and the front desk (the Scheduler role) can read it, add a client and offer a freed time on the calendars they book for. A practice manager can read the list but can't add to it or offer times. A biller doesn't see it. Only the practice owner changes the Waitlist settings card.

The front desk can also ask who is due back. On the waitlist, they see names and wanted times, never a client's care type or note. When a role doesn't allow a step, chat says it's not available for that role.