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Scheduling in healthcare is far more complex than finding an open time slot. It involves matching patient needs with provider specialties, respecting insurance network requirements, sequencing multi-visit care plans, and minimizing no-shows. When scheduling is handled manually, the result is underutilized provider time, long patient wait times, and frequent rescheduling. Wayak automates scheduling coordination with a playbook that monitors appointment requests, checks provider availability, applies scheduling rules, and sends confirmations and reminders. An agent handles conversational scheduling queries — helping staff find the right slot for complex cases or rescheduling patients when conflicts arise.

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What you need

Data sources

  • EHR system — patient records, referral orders, care plans, and visit history
  • Scheduling API — provider availability, appointment slots, room assignments, and equipment bookings
  • Insurance eligibility API — network status, authorization requirements, and visit limits

Knowledge spaces

  • Scheduling policies — upload your organization’s scheduling rules, including time-block allocations, new vs. returning patient slots, and multi-visit sequencing guidelines
  • Provider directory — upload provider profiles with specialties, accepted insurance plans, and location assignments
Semantic layer: Define these in your ontology before setting up the agent.
ComponentNameDefinition
ObjectAppointmentMaps to the appointments table in the scheduling system. Represents a booked or requested time slot
ObjectProviderMaps to providers in the scheduling system. Represents a clinician with specialty, availability, and location
MetricNo-Show RatePercentage of confirmed appointments where the patient did not arrive, measured over a rolling 30-day window
MetricUtilization RatePercentage of available appointment slots that are booked, by provider and department
DimensionVisit TypeCategorizes appointments as new patient, follow-up, procedure, imaging, or telehealth
DimensionDepartmentGroups appointments by clinical department (primary care, cardiology, orthopedics, etc.)
See building a semantic layer for a step-by-step guide.

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Agent setup

1

Create the agent

Go to Agent Space → New agent.
FieldValue
NameScheduling Coordinator
RoleAppointment Scheduling Specialist
GoalFind optimal appointment slots by matching patient needs with provider availability, insurance requirements, and scheduling policies
2

Set the description

You are a scheduling coordinator who matches patients to the right provider and time slot. You consider provider specialty, insurance network status, patient location preferences, and care plan sequencing when recommending slots. You flag scheduling conflicts, highlight high no-show risk patients for overbooking consideration, and suggest alternatives when the preferred slot is unavailable. You are efficient and patient-centric — minimizing wait time and maximizing provider utilization.
3

Scope data access

Grant access to:
  • EHR system (patient records, referrals, care plans)
  • Scheduling API (provider availability, appointment slots)
  • Insurance eligibility API (network status, visit limits)
  • Scheduling policies knowledge space
  • Provider directory knowledge space
  • Appointment and Provider objects, No-Show Rate and Utilization Rate metrics
4

Add skills

Trigger: User asks the agent to find available slots for a patient.
  1. Retrieve the patient’s referral or care plan details from the EHR system.
  2. Identify the required provider specialty and visit type.
  3. Check the patient’s insurance network status against the provider directory.
  4. Query the scheduling API for available slots matching the specialty, location, and visit type.
  5. Apply scheduling policies (e.g., new patient time blocks, required equipment availability).
  6. Rank available slots by proximity to the patient’s preferred date and time.
  7. Return the top three recommended slots with provider name, location, date, time, and any preparation instructions.
Trigger: User asks the agent to reschedule an existing appointment.
  1. Retrieve the existing appointment details from the scheduling API.
  2. Check the cancellation policy window and any associated authorization constraints.
  3. Query available alternative slots for the same provider or an equivalent provider.
  4. If the original provider has no availability, find the next available same-specialty provider in the patient’s insurance network.
  5. Return the alternative options with the impact on any care plan sequencing.
Trigger: User asks about scheduling utilization or no-show patterns.
  1. Query the scheduling API for appointment data over the requested time period.
  2. Calculate utilization rate by provider and department.
  3. Compute the no-show rate and identify high no-show risk patterns (day of week, visit type, patient segment).
  4. Compare utilization against department targets from the scheduling policies knowledge space.
  5. Return a utilization summary with recommendations for overbooking adjustments or slot reallocation.

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Automation

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Playbook: Appointment reminder and no-show prevention

1

Set the trigger

Set the trigger to Schedule — Daily at 8:00 AM to process reminders for the next two business days.
2

Build the workflow

The workflow sends appointment reminders, identifies high no-show risk patients, and manages waitlist backfill:
  1. Query all confirmed appointments for the next two business days from the scheduling API.
  2. Loop — for each appointment, retrieve the patient’s contact preferences and no-show history from the EHR system.
  3. Condition — check the patient’s historical no-show rate. If it exceeds 30%, flag the appointment for overbooking consideration and add the time slot to a waitlist backfill queue.
  4. Action — send a reminder to each patient via their preferred channel (email, SMS, or both) with the appointment date, time, provider, location, and preparation instructions.
  5. Condition — if a patient responds to cancel, automatically release the slot and notify the first patient on the waitlist.
  6. Delivery — summarize the day’s reminder activity for the scheduling team.
3

Configure delivery

  • Email/SMS to patients — personalized appointment reminders with confirmation links
  • Slack — post a daily summary to #scheduling with the count of reminders sent, high no-show risk appointments, and waitlist fills
  • Email — notify providers of any overbooking flags on their schedule
4

Test and activate

Click Run now to test with live data, then toggle to Active.

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What’s next

Compliance monitoring

Scan your operational data against regulatory requirements and catch gaps before audits.

All Healthcare use cases

See the full list.