Provider Profile Sync and Appointment Cancellation on Scheduling Marketplaces

Keep provider profiles on scheduling marketplaces matched to reality, and cancel marketplace-booked appointments when the schedule changes. A marketplace listing is a public promise about availability; this workflow is what keeps the promise current.

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How Asteroid runs this workflow

Marketplace listings that match what your schedule actually says

A provider profile, availability, or appointment change lands in your source system, Asteroid carries it onto the marketplace field by field and handles the bookings it affects, and the reconciliation comes back in the marketplace's own wording, with ambiguous matches and policy calls routed to your team, never applied on a guess.

Scheduling marketplacesPractice-management systems

How it actually runs

01Sign in to the marketplace with credentials from an agent profile.
02Compare the live profile against your source-of-truth inputs, field by field.
03Apply updates from your inputs only. A field with no authoritative value is left alone and reported, never guessed.
04Cancel the specific appointments named in your inputs and capture the marketplace’s confirmation.
05Report every change and cancellation in the marketplace’s own wording.

An appointment the inputs don’t identify unambiguously, or a profile field where the marketplace and your inputs disagree in a way the rules don’t cover, goes to a person with the exact discrepancy attached.

A provider profile, availability, or appointment change occurs in your practice-management source of truth

An updated marketplace listing
The profile or schedule matches your source of truth, affected bookings are resolved with the marketplace's confirmations captured, and every change is reported in the marketplace's own wording.

Ambiguous match or uncovered discrepancy: The exact discrepancy returns verbatim (an appointment the inputs don't identify unambiguously, or a field where marketplace and source disagree outside the rules), and a person decides it once; patient communication and exception rescheduling stay yours.

A stale marketplace profile books real patients into fake availability.

Practices treat marketplace profiles as marketing, updated when someone remembers. But the profile is an operational surface: it takes bookings 24 hours a day against data nobody is watching. Sync is the difference between the marketplace selling appointments you have and appointments you had, not a listing-hygiene chore.

At scale

What runs today

Marketplace agents are built on request; the pieces they depend on already run in production, reading real availability from the EHR and writing appointments across systems. If marketplace drift is burning your front desk, scope it with your marketplace list in hand; the rest of the category is in the scheduling workflow library.

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Questions

Frequently asked questions

Each marketplace is built as its own agent around your rules: which profile fields sync (locations, insurance accepted, visit types, open hours), where your source-of-truth inputs come from in your practice-management system, and which discrepancies auto-apply versus route to a person. The field-by-field comparison and the rule that a field with no authoritative value is left alone and reported are fixed. Your front desk keeps managing the schedule where they always have; only the re-keying into marketplace listings goes away.

A login to each marketplace, stored in an agent profile the way every workflow in this catalogue handles credentials. The agent signs in and works the same profile screens your staff use, so no marketplace API or integration is needed. Inputs are your practice-management data; outputs are a report of every change and cancellation in the marketplace's own wording. Credentials stay scoped to the marketplace account, rotatable and revocable on your side, and runs execute on SOC 2 Type II infrastructure. Posture on the security page.

Both are hard stops with evidence. An appointment your inputs don't identify unambiguously is never cancelled on a guess: the run stops and hands a person the ambiguity. A profile field where the marketplace and your inputs disagree in a way the rules don't cover goes to a person with the exact discrepancy attached. Fields with no authoritative value in your inputs are left untouched and reported rather than filled. If the marketplace's login or page layout changes, the run reports what it observed instead of pushing changes into an unfamiliar screen.

Every run reports each profile change and each cancellation in the marketplace's own wording, with the marketplace's confirmation captured for every cancellation, so you verify against what the marketplace said, not what the agent intended. A run that changed nothing because the profile already matched, or that escalated a discrepancy instead of applying it, is a successful run; only a marketplace that couldn't be reached or a session that broke mid-run counts as a technical failure, and that is reported as such rather than as a completed sync.

Yours, always. The workflow pushes practice-management data to the marketplace and never the reverse: the marketplace is treated as a public display of your schedule, not an authority on it. Availability itself comes from the production workflows this one composes with: reading real slots from the EHR and writing appointments across systems. Cancellations flow the same direction: your inputs name the appointments to cancel, and the marketplace's confirmation is captured as the record that it happened.

By comparison against your inputs, field by field, with a bright line on ambiguity. Updates apply only from your authoritative values; a marketplace-specific field your data doesn't cover is left alone and reported rather than guessed. Where the live profile and your inputs conflict in a way your configured rules don't resolve, the discrepancy escalates to a person verbatim instead of being forced through. Cancellations follow the same discipline: only the specific appointments named in your inputs are touched, each with the marketplace's confirmation captured, so policy questions stay decisions your team makes.

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Disclaimer

Third-party names, including government agencies and registries, are used only to identify systems commonly involved in healthcare operations workflows. Asteroid is not affiliated with, endorsed by, sponsored by, or certified by those third parties unless expressly stated. Workflow availability depends on customer authorization, account permissions, configuration, and applicable system terms.

Provider Profile Sync and Appointment Cancellation on Scheduling Marketplaces

See it run on your systems.

Marketplace listings that match what your schedule actually says

A stale marketplace profile books real patients into fake availability.

What runs today

Frequently asked questions

Our marketplace setup and update rules are specific to us. What does configuration cover?

What accounts and access does the sync actually require?

What happens when the marketplace and our data disagree, or an appointment can't be identified?

How do we audit what the agent changed or cancelled on a public listing?

Which system is the source of truth for profile, availability, and cancellation status?

How are conflicting updates, cancellation policies, and marketplace-specific fields reconciled?