A patient just cancelled. Your next one is already on the way.
SlotFill texts your waitlist the moment a slot opens. The first person to reply gets it. No phone calls, no list, no scramble.
SlotFill: Appointment available!
Tomorrow, Jan 15
2:00 PM - 3:00 PM
You're not the only one
“When a parent calls to cancel, the front desk scrambles through a list of numbers, hoping to reach someone before the clock runs out — it's stressful, time-consuming, and often unsuccessful.”
“Having 4 clients not show up in one day, with still having to pay rent for the room and driving nearly 2 hours to a rural practice, resulted in receiving no income while costing both money and time away from family.”
67%
of small practices still fill cancellations by calling down a paper or spreadsheet list
$200
average cost of a cancelled appointment. Most practices lose 5-10 per month.
Your front desk has 12 things to do right now. Filling cancellations shouldn't be one of them.
SlotFill was built for small practices — the ones where the office manager is also the billing person, the supply orderer, and the person who answers the phone
Works standalone — no EHR or practice management software required
One broadcast. First response wins. Slot filled.
No phone tag. No spreadsheets. No chasing people down.
Broadcast in Seconds
One click sends SMS to your entire waitlist. No calling, no texting one by one.
First-Claim Wins
The quickest responder gets the slot. No awkward 'sorry, someone else got it' calls.
Claim in One Tap
Clients tap the link OR simply reply YES to claim. No app, no login, no friction.
Smart Preferences
Clients set their preferred days and times. Broadcasts only reach clients who match the slot — no more irrelevant notifications.
Reply YES to Claim
Clients can claim instantly by replying YES to the SMS — no need to tap a link. Simpler for clients, higher conversion for you.
Family-Friendly
Sign up multiple family members at once and add extra contacts (like both parents) so no one misses an opening.
What happens when someone cancels
Before SlotFill
Your front desk sees the gap. They pull up a list. They start calling. First person doesn't answer. Second person can't make it. Third person's number is wrong. By the time someone says yes — if anyone does — twenty minutes are gone and the slot is in an hour.
With SlotFill
One tap. A text goes out to everyone who'd want that slot. The first person to reply “YES” gets it. Your front desk never made a call.
That's it. No app for patients to download. No calendar to sync. Just a text message and a filled appointment.
Built for Healthcare Professionals
Your data stays secure. We only store what's needed for scheduling.
Encrypted
TLS 1.3 in transit, AES-256 at rest
HIPAA-Conscious
Scheduling data only, never clinical notes
US Servers
SOC 2 compliant infrastructure
Your Data
Export or delete anytime
Sound Familiar?
We took the most annoying part of your day and made it one tap
"I spend 30 minutes calling down my waitlist"
Manual phone tag is exhausting. By the time you reach someone, the slot is gone.
"By the time I reach someone, the slot is gone"
Speed matters. The first available client should get the spot.
"Every empty slot costs me real money"
Last-minute cancellations aren't just inconvenient—they're expensive.
One cancelled appointment costs you $200. SlotFill costs $39/month.
Fill one extra slot per month and it pays for itself five times over. Most practices lose five to ten slots a month.
Free Trial
Try everything with no commitment
- 50 SMS included (~5 cancellations)
- Unlimited waitlists
- Unlimited clients
- First-claim system
- Full access to all features
Pro
Everything you need to fill cancellations
- 300 SMS per month (~30 cancellations)
- Unlimited waitlists
- Unlimited clients
- First-claim system
- Priority support
Need more SMS or team features? Contact us
Frequently Asked Questions
Everything you need to know about SlotFill
When you broadcast an opening, all eligible clients on your waitlist receive an SMS with a unique claim link. The first person to tap the link and confirm claims the slot. Everyone else sees a 'slot already claimed' message. It's fair, fast, and transparent.
Our system handles simultaneous claims at the database level. Only one client can successfully claim a slot - the one whose request reaches our server first (usually within milliseconds). The other client will see that the slot was already taken and can try for the next opening.
No! That's one of the best parts. Clients receive a simple SMS with a link. They tap it, see the appointment details, and tap again to confirm. It works in any mobile browser - no app downloads, no account creation, no passwords to remember.
Absolutely. We use industry-standard encryption for all data in transit and at rest. We're designed with HIPAA considerations in mind - we don't store session notes or clinical information, only the minimum contact info needed for scheduling. Your client list stays yours.
It depends on your session rate and cancellation frequency. A typical practice seeing 30 clients/week at $150/session with 10% cancellations loses ~$1,950/month. Fill just one cancelled slot per month and SlotFill pays for itself nearly 4x over. Use our calculator to see your exact numbers.
Calculate your savings →SlotFill works standalone - no integrations required. We don't integrate with SimplePractice, Jane, or other EHRs because we don't need to. SlotFill works alongside whatever tools you already use. When a client cancels, you create an opening in about 30 seconds. Simple and reliable.
You have two options: add clients manually through your dashboard, or share your unique waitlist join link. Clients can add themselves via that link - they just enter their name and phone number. You can review and manage all waitlist members anytime.
Yes! When joining your waitlist, clients can specify how many family members need appointments (e.g., 2 kids). They can also add extra phone numbers (like both parents) so everyone gets the notification - no more missed openings because one parent was busy.
Every hour, a practice somewhere loses a slot they could have filled.
Start your free trial. See what happens the next time someone cancels.
No credit card required · 30-day free trial · Cancel anytime