Frontdesk runs an autonomous waitlist engine — outbound AI voice + HIPAA-compliant SMS — that matches open slots to the right waitlist client in seconds. Funding-source aware, modality-aware, clinician-aware. Works natively with SimplePractice, TherapyNotes, Jane App, CentralReach, TheraNest, and Fusion Web Clinic.
< 0 min
Outreach SLA
0%+
Fill rate target
0+
Languages
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
Most practices track waitlists in Excel, a SimplePractice list, or a TherapyNotes note. Nobody actively reaches out when slots open. The list rots.
A clinician’s 3pm cancellation only converts if someone reaches out in the next 30 minutes. Manual outreach can’t move that fast — and the slot empties out.
A Medicaid waiver client can’t fill a commercial PPO slot. A pediatric SLP slot doesn’t match an adult mental-health waitlist. Manual matching is slow and error-prone.
Without data on offer rate, fill rate, decline reason, and time-to-fill, practices can’t see whether the waitlist is growing because of demand or because nobody’s working it.
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 every event that creates an open slot — cancellations, no-shows, schedule expansions, clinician onboarding — across SimplePractice, TherapyNotes, Jane App, CentralReach, TheraNest, and Fusion Web Clinic.
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 outbound AI voice + HIPAA-compliant SMS to the top-matched waitlist clients within 5 minutes. First to confirm gets the slot, the appointment books, and the waitlist updates.
More capabilities
Frontdesk only offers slots that match the waitlist client’s funding source (Medicaid waiver, commercial PPO, EAP, self-pay), preferred clinician, and modality (telehealth vs in-person).
Frontdesk maintains a live waitlist record inside SimplePractice, TherapyNotes, Jane App, CentralReach, TheraNest, and Fusion Web Clinic — adds, removes, prioritizes, and pauses clients automatically.
Practices see waitlist size, average time-to-fill, offer acceptance rate, decline reasons, revenue recovered, and payor-mix health — broken down by clinician, modality, and location.
Every outreach respects TCPA, quiet hours, channel preference, and HIPAA — with BAA, encrypted PHI, and full audit logs.
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 growing waitlists
Group practices with 10–50 clinicians
ABA clinics with hourly Medicaid billing
Pediatric SLP / OT / PT clinics with parent waitlists
Psychiatry / med-management practices with 8-week waitlists
Telehealth-heavy practices on Doxy.me, Zoom for Healthcare
Multi-location therapy groups standardizing waitlist fill
EAP-heavy practices on Headway, Alma, SonderMind
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 Waitlist Fill Automation.
Purpose-built for therapy practices with growing waitlists and recurring open slots. Unlike SimplePractice native reminders, TherapyNotes reminders, Spruce Health, Klara, Weave, and Solutionreach — which can’t run autonomous waitlist outreach — Frontdesk detects every open slot (cancellation, no-show, schedule expansion) and runs prioritized outreach within 5 minutes. 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 supportFrontdesk detects every open-slot event (cancellation, no-show, schedule expansion) in SimplePractice, TherapyNotes, Jane App, CentralReach, TheraNest, or Fusion Web Clinic. Within 5 minutes it fires outbound AI voice + HIPAA-compliant SMS to top-matched waitlist clients. First to confirm gets the slot.
Launch Frontdesk in minutes, capture more leads, and automate repetitive front-office workflows from day one.
