Scan. Fill. Confirm. Recall.
On AutoPilot.
Scan
Every morning, Filld scans the next 1–7 days for gaps in the schedule. If a slot looks thin, it starts outreach before anyone at the practice even noticed the problem.
Proactive gaps filled before staff arrive. No list to work through. No one to remind.
Fill
The moment a cancellation hits your PMS, Filld fires. It scores every patient on your waitlist against the slot — procedure match, insurance, provider preference, distance — and texts the best fit first.
First patient to reply YES gets the slot. Booked directly into your PMS. Staff never touched it.
Confirm
At 5pm the day before, Filld texts every patient scheduled for tomorrow. No response by 8am? The slot is released and immediately re-filled with a waitlisted patient.
No-shows handled before they happen. Front desk walks in to a confirmed, full day.
Recall
Patients 6+ months overdue get an outreach sequence: a voice call from the AI agent, then an SMS follow-up. They can book directly from the text message.
Recall reactivation running in the background. No phone tag. No call list for staff to work.
What happens the moment a cancellation hits
Here's the exact sequence from cancellation to a booked patient — no staff involved at any step.
Cancellation detected 0 sec
Filld reads your PMS in real time via Kolla. The moment an appointment is cancelled or marked no-show, the slot enters the fill queue.
SmartMatch scores your waitlist ~3 sec
Every patient on your fill list is ranked against the open slot: procedure match, insurance compatibility, provider preference, last contact date, and TCPA-compliant contact window.
Best-fit patient gets an SMS ~5 sec
"Bright Smile Dental has an appointment opening on Tuesday at 2:00pm. Reply YES to claim it or NO to pass. Reply STOP to opt out." No PHI in the message. If no reply in 10 minutes, Filld moves to the next match.
Patient replies YES varies
Slot is immediately locked — no other patient can claim it. A confirmation SMS goes out automatically. Other patients in queue receive a "slot filled" message.
Booked into PMS & logged ~2 sec
Appointment written directly into Dentrix, Open Dental, or Eaglesoft. Full communication log entry added to the patient's chart. Front desk notified by email if any follow-up is needed.
What is SmartMatch?
SmartMatch is Filld's patient-ranking algorithm. It doesn't just go down a list — it weights each patient against the specific slot being filled. A patient waiting for a cleaning won't get texted for an implant consult. Insurance mismatches are screened out before outreach begins. TCPA contact hours are enforced automatically. The right patient gets the message, not just the next one.
Everything lives in your existing software.
Most scheduling tools live in their own dashboard. You have to check it separately, export reports, wonder if patients were actually contacted. Filld writes everything back into your PMS as native records — where your staff already works.
Monday morning, your team opens Dentrix and the entire weekend of AI activity is sitting right there. No second tab. No second login.
Open Dental — Chart Module — Progress Notes (illustrative)
Calls that sound human.
Logged as records.
When SMS isn't enough, Filld calls. The AI voice agent handles inbound calls when your front desk is busy, and makes outbound calls for recall, treatment plan follow-up, and unconfirmed appointments.
- Answers inbound calls 24/7, after-hours included
- Handles FAQs, scheduling, directions, insurance questions
- References specific procedures ("your crown prep from Dr. Martinez")
- Full call transcript written to patient chart in PMS
- Hands off to human staff when appropriate
Sample Outbound Call — Treatment Recall
Full transcript logged to patient chart automatically
Live in 15 minutes.
Connect your PMS
One-click sync via Kolla. Works with Dentrix, Open Dental, and Eaglesoft. Your schedule, patients, and treatment plans are available immediately.
Configure your practice
One form. Your hours, services, providers, insurance, and outreach preferences. Filld uses these to score every patient match and stay within TCPA guidelines automatically.
All four agents go live
Fill, Scan, Confirm, and Recall modes activate. Voice AI starts answering. PMS write-back begins. Nothing changes for your staff — they just show up to a fuller schedule.
Works with
No IT team required. No API keys. No technical setup.
Ready to see it for yourself?
14-day free trial. 15-minute setup. No credit card required.
No salesperson · No pressure · Tim answers his own email — tim@filld.io