Why empty slots cost so much
You are paying the practitioner, the rent and the receptionist whether the slot is filled or not. Three unfilled cancellations a day is a meaningful share of a clinic's income across a year. The demand is usually there; the problem is finding the right person in the next few minutes.
A list that matches
Each waiting list entry records what the patient actually wants:
- the service, a follow-up rather than an initial;
- the practitioner, or anyone;
- the site;
- the days and time of day they can make;
- from when and until when the request stands;
- a priority and a short note.
When a slot frees up
When an appointment is cancelled, Clinidiary shows who on the waiting list fits that exact slot. Reception sees the two or three people who can actually take it, not a page of names. Offer it, mark it as offered so nobody rings the same person twice, and book it in the diary.
A quick text usually gets the fastest answer, and the reply comes into the shared inbox. See SMS appointment reminders.
Recently cancelled
The waiting list tray also shows the last three months of cancellations, newest first, with the reason given, so you can spot patterns and call back patients who never rebooked.
Making it work
- Add patients to the list at the desk every time they take a later slot than they wanted.
- Work the list first when someone cancels.
- Record cancellation reasons. See how to reduce no-shows and cancellations.
- A freed slot also appears straight away on your online booking page.
Frequently asked questions
What is a waiting list in physio software?
A list of patients wanting an earlier or different time, with the service, practitioner, days and times they can do. When a slot is cancelled, the software shows who fits.
Does the waiting list contact patients automatically?
Reception offers the slot by phone or text and marks it offered. Clinidiary shows who fits, so it takes a minute rather than half an hour.
Can waiting list requests expire?
Yes. Each entry can have a start and an end date.