Frontdesk runs the entire waitlist workflow for therapy and counseling practices — capturing waitlist preferences at intake, firing sub-5-minute outbound campaigns when a slot opens, matching modality and clinician preferences, and booking the open slot into SimplePractice, TherapyNotes, TheraNest, Jane App, CentralReach, and Fusion Web Clinic.
< 0 min
Backfill window
+0%
Waitlist conversion
0/7
Coverage
SimplePractice, TherapyNotes, +
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
Most therapy practices have 20–100 clients on the waitlist and 5–15 cancellations per week — but the cancellations rarely get backfilled because manual outreach is slow.
Most practices have a waitlist as a list of names — without modality, clinician, day/time, language, or demographic preferences. Matching when a slot opens is shallow.
When a slot opens, the practice scrambles to verify benefits for the next person on the waitlist — adding 10–20 minutes before booking. Half the time the client has gone elsewhere.
Front desk reaches out to the top 3 names by email, then forgets to follow up. Cancellations on Friday afternoons rarely get filled until Monday morning.
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?”
When a new client cannot get an immediate slot, Frontdesk captures full waitlist preferences — modality, clinician, day/time, language, demographics, panel — and pre-verifies insurance.
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
When a cancellation or no-show is detected in SimplePractice, TherapyNotes, TheraNest, Jane App, CentralReach, or Fusion Web Clinic, Frontdesk fires outbound SMS + voice to the matched waitlist within 5 minutes.
More capabilities
Frontdesk matches the open slot to the right waitlisted client based on modality, clinician, day/time, panel, and demographics — not just FIFO order.
Frontdesk also runs recall campaigns for clients who lapsed 60+ days and reactivation campaigns for closed clients showing engagement signals.
Frontdesk pre-verifies insurance through Availity, Office Ally, Trizetto, Waystar, and Change Healthcare at the moment the client joins the waitlist — so when a slot opens, booking is instant.
Frontdesk surfaces waitlist conversion metrics — fill rate, time-to-fill, top reasons for non-conversion, and revenue per waitlist slot.
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 therapist private practices
Group counseling practices
Psychiatry and PMHNP clinics
Headway / Alma / SonderMind / Grow Therapy panel clinicians
Two Chairs and Talkspace Business affiliates
Community mental health centers
University counseling centers
Specialty practices with long waitlists (trauma, eating disorders)
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
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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 Therapy Waitlist Management.
Built for solo therapists, group counseling practices, psychiatry clinics, and Headway / Alma / SonderMind / Grow Therapy / Two Chairs / Talkspace Business panel clinicians whose waitlists are long and growing. Captures waitlist preferences at intake (modality, clinician, day/time, language, demographics), runs sub-5-minute outbound when a slot opens, matches preferences automatically, pre-verifies insurance at waitlist entry, and books into SimplePractice, TherapyNotes, TheraNest, Jane App, CentralReach, Fusion Web Clinic, IntakeQ, and Practice Better. Supports Spanish, Mandarin, Vietnamese, and ASL routing. HIPAA-compliant by design with BAA, encrypted PHI, and audit logs.
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 a cancellation or no-show being detected in SimplePractice, TherapyNotes, TheraNest, Jane App, CentralReach, or Fusion Web Clinic, Frontdesk fires outbound SMS + voice to the top-N matched waitlisted clients. The first to confirm gets the slot. Industry-leading practices see a 60%+ waitlist conversion rate within 60 days of going live.
Launch Frontdesk in minutes, capture more leads, and automate repetitive front-office workflows from day one.
