A patient just cancelled their Tuesday 11am. Four people on your waitlist would take it.
SlotFill texts your waitlist the moment an OT slot opens. First to respond gets it. You never pick up the phone.
The Cost of Empty Slots
You already know this feeling
Your 11am just cancelled. The parent texted — the kid had a meltdown this morning and they can't get out the door. You understand. It happens. But that's $125-175 gone, and your afternoon is already full.
You've got a waitlist of families who call every week asking if anything has opened up. But you're mid-session with a sensory processing patient, your admin is on hold with an insurance company, and by the time anyone reaches the waitlist, it's too late.
The slot sits empty. A kid who needs consistent sessions just lost another week of progress.
What if your waitlist worked for you?
When a session opens, tap once. SlotFill texts every family who'd want that time. The first parent to reply "YES" is booked.
No calling down the list. No texting three families individually. No "I need to check with my spouse." Just: slot opens, text goes out, slot fills.
Built for how OT practices actually work
OT patients need consistency — 2-3 sessions per week is common. When someone cancels, there's always another family who'd take that slot to keep their child on track.
Your caseload mixes pediatric, adult, and hand therapy patients. SlotFill lets you choose exactly who gets notified for each opening — you won't accidentally offer a pediatric slot to a hand therapy patient.
No app for patients or parents to download. It's a text message. They reply YES or ignore it. The simplest possible interaction.
HIPAA-conscious. No patient details in the text. No names exposed. Just "a session is available at [time] — reply YES to claim it."
Everything you need to fill last-minute openings
Simple, fast, and built for busy OT practices
Instant Broadcast
Send SMS to your entire waitlist in seconds when a slot opens up
Never lose revenue to last-minute cancellations
First-Claim Wins
Fair system where the quickest responder gets the appointment
Fair and transparent for your clients
Simple for Clients
One-tap claim link. No apps to download, no accounts to create
Higher response rates with zero friction
How It Works
Three simple steps to fill your cancelled appointments
Client Cancels
Create an opening in 30 seconds
Broadcast
SMS sent to your waitlist instantly
Slot Filled
First to tap claims it
Built with Privacy in Mind
Your client data stays secure. Period.
Encrypted Data
All data encrypted in transit (TLS 1.3) and at rest (AES-256)
HIPAA-Conscious
We store only scheduling data, never clinical notes or PHI
US-Based Servers
Data hosted on SOC 2 certified US infrastructure (Supabase, Vercel)
Data Ownership
Export or delete your data anytime. Your client list is yours
Sound Familiar?
These are the problems SlotFill solves
"I waste 30 minutes calling down my waitlist"
Manual outreach is tedious. Most people don't answer anyway.
"My patients want more sessions, not fewer"
Recovery requires consistency. Help patients get seen when they want to be seen.
"Empty slots = lost revenue"
Every unfilled cancellation is money left on the table.
One empty OT session costs you $125-175. SlotFill costs $39/month. Fill one extra session a month and it pays for itself four times over.
Start free, upgrade when you need more
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
- Analytics dashboard
- Email support
- Buy extra SMS anytime
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.
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 don't store session notes or clinical information, only the minimum contact info needed for scheduling. Your client list stays yours.
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.
Families are calling every week asking for openings. Sessions are going empty every week. Connect the two.
Start your free 30-day trial.
No credit card required · 50 SMS included · Cancel anytime