When a patient cancels, Elva's autonomous scheduling coordinator reads your ASAP list, finds the patients who fit that opening, offers it by text, email or voice call, and books the first good fit straight into your practice management system. You set the rules once.
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Open patient recordElva watches your schedule for real open chair time: cancellations, no-shows, reschedules, and empty or fragmented slots.
It reads your ASAP list and ranks candidates against what the opening actually is: the length, the provider, the procedure and its value.
By text, email or an AI voice call, in the order you set, or it can hand the best candidate to your team to call. Whether staff approve an offer before it goes out is up to you.
Elva books the first good fit directly into your PMS, then stops. Everyone else is told the slot has gone, politely, and a patient who misses out can be helped to find another time.
You set the rules once: the channels, the order, the hours and the contact limits. Elva does the work, and you can watch any gap live or take it over yourself.
Appointment length — the real length of the gap, so a 30-minute check isn't offered a 90-minute crown slot
Provider — whose chair is open, so the offer matches the provider the patient needs
Procedure type — restorative, hygiene or another type of visit, so only patients who fit are considered
Value of the opening — what the slot is worth is part of how candidates are ranked
Your ASAP list — patients who asked for an earlier appointment, read from your practice management system
Recall and treatment — patients with an active recall or unscheduled treatment have a reason to take the slot
Recently seen — a patient who was just in isn't offered a same-day opening a week after their cleaning
Who was asked last — offers are spread across the pool, so the same obliging patients aren't asked every time
Contact limit — if the best candidate has heard from you too often, Elva skips them and offers the slot to the next patient
Opt-outs and hours — patients who opted out are never contacted, and texts and calls go out only inside the hours you set
Expired offers — an offer that would arrive after the slot has passed is dropped, never sent late
Booking — the first good fit is booked directly into your system, and every other offer for that slot stops at once
Your view — watch any gap live, pause it or take it over, and see every action that was taken and what happened
That list is what a good scheduler works out in the ninety seconds after a cancellation, if she isn't also checking someone in. Elva works it out for every opening.
In a 20-minute demo we show an opening being detected, the patients Elva would offer it to and why, and what your team sees while it works.
Dental cancellation fill software watches your schedule for open chair time, finds the patients who fit each opening, contacts them, and books the first good fit into your practice management system. Elva does it autonomously, inside rules you set, and stops the moment the chair is filled.
Your practice management system already has an ASAP list: patients who asked to be called if an earlier appointment opens up. It is a good list, but it is still a list. Someone has to notice the cancellation, open it, check lengths and providers, and make the calls, at the moment the front desk is busiest. Elva reads that same ASAP list and does the working.
A cancellation is the only loss in a dental practice that is total and immediate. The chair, the assistant and the hygienist are paid for whether or not somebody sits in it, and by the end of the day the hour is gone. The call comes at nine in the morning, while the phone is ringing and patients are checking in, and filling the slot properly can take about forty minutes.
Elva fills empty time. It doesn't move appointments that are already booked, and it never outranks a patient's post-operative check, because a same-day opening is urgent for the schedule but not clinically. Candidates come from your ASAP list, your active recalls and your unscheduled treatment.
A nine o'clock cancellation lands while the phone is ringing and three patients are checking in. The front desk almost always chooses the patients standing in reception over the empty room at two o'clock. Elva is free at exactly the moment nobody else is.
Building a call list, working down it, and handling callbacks can take about forty minutes, for a slot that expires by lunchtime. It is a speed problem, and unlike most front-desk jobs it can't wait until three o'clock.
The reliable patients who always say yes are the ones who get asked, and eventually they stop saying yes. Elva remembers who it asked last and spreads offers across the pool.
A ninety-minute gap is offered to someone who needs thirty minutes, or two patients are told yes and one has to be told no. Elva ranks against the actual opening and stops offering the slot the moment it is booked.
Illustration, not a result: six cancelled slots a week at about 40 minutes of work each is four hours of front-desk time a week, all of it demanded at the busiest moments of the day. Candidates come from your ASAP list, hygiene recall and unscheduled treatment follow-up, and Elva Recall covers every other kind of recall.
Screenshot
A fine-print flag on a planned case — the clause Elva matched and the date logic that triggered it.
Elva runs alongside your practice management system rather than replacing it, with real-time sync across Dentrix, Dentrix Ascend, Open Dental, Eaglesoft, Curve Dental, Denticon, and CareStack.
It reads your schedule and your ASAP list, uses your own appointment types, providers and fee schedule, and books directly into your system. The result is a booked appointment, not a lead you still have to schedule.
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Rules you set once. You set the channels, the order, the hours and the contact limits. Elva works autonomously inside those rules, and whether staff approve an offer before it goes out is up to you.
You can always step in. Watch any gap live, pause it, or take the opening over and work it yourself. Every action is logged, so you can see who was contacted, how, and what happened.
No exemption from your limits. If the best candidate has already heard from your practice too often, Elva skips them. The limit counts per phone, not per patient, so a household isn't contacted repeatedly.
Handled to HIPAA standards. Patient data moves under a signed business associate agreement, encrypted at rest and in transit, and messages carry only what's needed to book a visit.
Short-notice cancellations are the barrier dentists name most. In an April 2023 ADA Health Policy Institute poll of 807 dentists, 81.3% said no-shows and cancellations with less than 24 hours' notice kept their schedules from being full.
Source: American Dental Association Health Policy Institute, Economic Outlook and Emerging Issues in Dentistry (April 2023 poll), as reported by Becker's Dental Review, 2 May 2023. Retrieved 5 October 2026.
The California Dental Association advises practices whose cancellation rate is above 10% to dig into the reasons why.
Source: California Dental Association, "How to fill the patient schedule in the dental practice," 3 December 2025. Retrieved 5 October 2026.
Notice decides whether a slot can be refilled at all. Dental Economics columnist Dianne Watterson notes that the shortest-notice cancellations are the hardest to fill, and that some can't be filled at all.
Source: Dianne Watterson, MBA, RDH, "3 tips for filling schedule holes from patient cancellations," Dental Economics, 23 June 2023. Retrieved 5 October 2026.
Dental cancellation fill software watches your schedule for open chair time, finds the patients who fit each opening, contacts them, and books the first good fit into your practice management system. Elva does it autonomously, inside rules you set, and stops the moment the slot is filled.
Keep a list of patients willing to take short-notice openings, contact the best fit as fast as you can, and stop offering the slot once it is booked. Elva does this automatically: it reads your ASAP list, ranks candidates against the opening, reaches out by text, email or voice, and books into your system.
An ASAP list is a feature in practice management systems such as Open Dental and Dentrix that tracks patients who want to be contacted if an earlier appointment opens up. When a cancellation happens, staff open the list, check which patients fit, and call. Elva reads the same list and does that work.
In Open Dental, open Appointment Lists and click ASAP. Dentrix has an ASAP list too. Both give you patients who asked for an earlier appointment, and someone still has to work through them by hand. Elva reads the list from your system and works it for every opening.
Many waitlist tools text an opening to a list and let patients race for it. Elva ranks candidates against the actual opening (length, provider, procedure and value), books the first good fit, and stops offering the slot straight away so it isn't promised twice.
No. Elva enforces your contact limits, calling hours and opt-outs, and it gets no exemption from them: if the best candidate has already heard from you too often, it skips them. The limit counts per phone, so a household isn't contacted repeatedly.
Elva books the first good fit and immediately stops offering the slot, so it is never booked twice. Anyone who was mid-conversation is told it has gone, politely, and a patient who misses out can be helped to find another time.
No. Elva reaches out, has the conversation and books the appointment into your system. Your team can step in at any time, and it can hand the best candidate to your team to call. Whether staff approve an offer before it goes out is configurable.
Text, email or an AI voice call, in the order you choose. You decide whether to use voice at all, and whether the AI announces itself as automated on a call is set per practice.
Elva syncs in real time with Dentrix, Dentrix Ascend, Open Dental, Eaglesoft, Curve Dental, Denticon, and CareStack. It reads your schedule and ASAP list, uses your own appointment types, providers and fee schedule, and books directly into your system.
No. You set the rules, and you can watch any gap live, pause it, or take it over and work it yourself. Every action is logged. Elva fills empty time only, and it doesn't move appointments that are already booked.
Elva is built for dental practices and is HIPAA compliant. We sign a business associate agreement with every practice, data is encrypted at rest and in transit, and messages carry only what's needed to book a visit. Patients can stop texts instantly by replying STOP.
See Elva detect an opening, choose the patients to offer it to, and book the first good fit.
