When a client cancels a therapy session, Frontdesk fires an autonomous waitlist + recall sequence within 5 minutes — outbound AI voice and HIPAA-compliant SMS — and books the open slot before the billable hour is lost. Integrates natively with SimplePractice, TherapyNotes, Jane App, CentralReach, TheraNest, and Fusion Web Clinic.
< 0 min
Outreach SLA
0%+ target
Waitlist fill rate
0/7
Coverage
SimplePractice +0
EHRs
Works with every major EHR & practice management system
SimplePractice
Mental health, speech, OT/PT
TherapyNotes
Mental health practices
Jane App
Multi-discipline clinics
CentralReach
ABA + autism services
TheraNest
Therapy + counseling
Fusion Web Clinic
Pediatric SLP/OT/PT
The Problem
A client cancels 24h, 6h, or 2h before — and the slot just empties out. Without an autonomous waitlist process, the clinician’s hour is lost forever and the waitlist stays stale.
Most practices have a waitlist somewhere — a spreadsheet, a SimplePractice list, an Excel sheet. But nobody actively reaches out when slots open. The waitlist becomes a graveyard.
When a receptionist does try to backfill, it’s one call at a time. By the time the third waitlist client picks up, the slot is in 30 minutes and nobody can make it.
SimplePractice native reminders, TherapyNotes reminders, Spruce Health, Klara, Weave, and Solutionreach all stop at reminders. None of them detect a cancellation event and run autonomous backfill.
How Frontdesk Works
Built for therapy practices and clinics on SimplePractice, TherapyNotes, Jane App, CentralReach, TheraNest, Fusion Web Clinic — and every other major EHR. HIPAA-compliant by design with BAA, encrypted PHI, and audit logs.
+1 (415) 555-0142
Inbound · Zillow Rentals lead
AI Transcript
“Hi! I’d love to tour the 2-bedroom at Maple Heights. Any availability this Saturday?”
Frontdesk AI
“Yes! The 2BR at Maple Heights is $2,450/mo with a Feb 1 move-in. Saturday 11am or 2pm works for tours. Shall I book one?”
Frontdesk watches appointment status in SimplePractice, TherapyNotes, Jane App, CentralReach, TheraNest, and Fusion Web Clinic. When a client cancels — by phone, SMS, portal, or front-desk action — the recovery sequence fires within 60 seconds.
Looking for a 2BR around $2,400, move-in mid-February. Do you allow pets?
We have a 2BR at $2,450/mo available Feb 15. Cats and dogs under 50 lbs welcome. What’s your move-in date?
Captured
Frontdesk fires autonomous AI voice + HIPAA-compliant SMS to matched waitlist clients — funding-source aware, modality-aware, clinician-preference-aware. First to confirm gets the slot.
More capabilities
Before going to the waitlist, Frontdesk offers the canceling client a reschedule window pulled live from the clinician’s calendar — preserving the session if possible.
Frontdesk maintains a live waitlist inside the EHR — adds, removes, and prioritizes clients based on confirmed slot offers, no-show history, and clinician preference. No more dead spreadsheets.
Frontdesk applies your cancellation policy automatically — late-cancel fees, deposit forfeits, and discharge thresholds — and surfaces patterns by client, clinician, and payor.
Recovery runs in 30+ languages including Spanish, Mandarin, Vietnamese, Tagalog, and Portuguese, with ASL referral routing — critical for Medicaid-heavy practices and bilingual mental-health groups.
Integrations
Frontdesk is EHR-agnostic and integrates bidirectionally with SimplePractice, TherapyNotes, TheraNest, Jane App, IntakeQ, Practice Better, Kareo (Tebra), athenahealth, eClinicalWorks, WebPT, NetHealth (Optima), ChiroTouch, ClinicSource, Fusion Web Clinic, PtEverywhere, Power Diary, OwlPractice, TherapyAppointment, CentralReach, Rethink Behavioral Health, Catalyst, AccuPoint, Lumary, Total ABA, Theralytics, and TheraBe. New-client intake, scheduling, eligibility, prior-auth, superbills, and recall campaigns sync in real time — and every conversation is HIPAA-compliant by design.
SimplePractice
Mental health, speech, OT/PT
TherapyNotes
Mental health practices
Jane App
Multi-discipline clinics
CentralReach
ABA + autism services
TheraNest
Therapy + counseling
Fusion Web Clinic
Pediatric SLP/OT/PT
Full integration coverage
Customer stories
Real practices using Frontdesk to handle scheduling, intake, no-show recovery, and insurance verification — without adding front-desk headcount.
Who it's for
Solo therapists with a 5–10 client waitlist
Group practices with 20+ clinicians
ABA clinics with hourly Medicaid billing
Pediatric SLP / OT / PT clinics with parent-driven cancellation
Psychiatry / med-management practices with high cancel rates
Telehealth-heavy practices on Doxy.me, Zoom for Healthcare
Multi-location therapy groups standardizing waitlist fill
Medicaid-funded practices with structural cancel risk
Practices replacing Spruce Health, Klara, Weave, Solutionreach
The journey
Every step syncs to Yardi, RealPage, Entrata, AppFolio, Buildium, or ResMan in real time.
Step 1
Inbound voice, outbound AI voice, HIPAA-compliant SMS, web chat, and email are answered instantly with practice-aware context — across speech-language pathology (SLP), applied behavior analysis (ABA), mental health and counseling, psychiatry, occupational therapy (OT), and physical therapy (PT). Works with SimplePractice, TherapyNotes, TheraNest, Jane App, IntakeQ, Kareo, CentralReach, Rethink Behavioral Health, Fusion Web Clinic, and WebPT.
Step 2
New-client intake, scheduled appointments, reschedules, cancellations, waitlist updates, eligibility checks, prior-authorization status, and superbills flow into SimplePractice, TherapyNotes, TheraNest, Jane App, IntakeQ, Practice Better, Kareo, athenahealth, WebPT, NetHealth (Optima), Fusion Web Clinic, ClinicSource, CentralReach, Rethink, AccuPoint, and Catalyst in real time.
Step 3
24h, 2h, and 30min appointment reminders, no-show recovery within 5 minutes, cancellation backfill from the waitlist, eligibility verification, prior-auth follow-up, recall campaigns, review-request automation, and parent/caregiver coordination fire automatically across voice, HIPAA-compliant SMS, and email.
Step 4
Cross-discipline dashboards track new-client conversion, first-call answer rate, average response time, no-show rate, waitlist-fill rate, recall response rate, schedule density, and revenue impact — across SLP, ABA, mental health, OT, and PT lines of service.
Explore more
More from No-Show Recovery & Scheduling
AI for appointment reminders, no-show recovery, waitlist fill, self-scheduling.
Therapy AI hub
Frontdesk runs scheduling, intake, no-show recovery, and insurance verification — and integrates with every EHR therapy practices and clinics use.
What this page covers
Topics, integrations, channels, practice types, and workflows covered by AI Cancellation Recovery for Therapy.
Designed for therapy practices that bleed revenue every time a client cancels late. Unlike SimplePractice native reminders, TherapyNotes reminders, Spruce Health, Klara, Weave, and Solutionreach — which only send reminders and never recover — Frontdesk autonomously detects the cancellation in the EHR, runs waitlist outreach within 5 minutes, offers same-day or same-week slots to matched waitlist clients, and books the new session into the calendar. HIPAA-compliant by design with BAA, encrypted PHI, and audit logs across SLP, ABA, mental health, psychiatry, OT, and PT.
FAQ
Frontdesk integrates with Yardi Voyager, Yardi Breeze, RentCafe, RealPage OneSite, Knock CRM, Entrata, AppFolio, Buildium, ResMan, Rent Manager, and MRI Software. Here's what therapy practices and clinics ask most.
Contact supportWithin 5 minutes of the cancellation event in your EHR. Frontdesk detects the event in SimplePractice, TherapyNotes, Jane App, CentralReach, TheraNest, or Fusion Web Clinic and immediately runs autonomous outbound AI voice + HIPAA-compliant SMS to matched waitlist clients.
Launch Frontdesk in minutes, capture more leads, and automate repetitive front-office workflows from day one.
