A patient just cancelled their Wednesday 10am. Five people on your waitlist would take it today.
SlotFill texts your waitlist the moment a PT slot opens. First to respond gets it. You never pick up the phone.
The Cost of Empty Slots
You already know this feeling
It's 8am and you're reviewing your schedule. Your 10am just called — they tweaked their back again and can't come in. That's $100-150 gone, and you've got a gap in a day that's otherwise packed.
Your front desk could call the five people on your waitlist. But they're checking in the 8:30 patient, verifying insurance for the 9am, and the phone is already ringing. By the time they get to the waitlist, it's 9:45 and nobody can get there in 15 minutes.
The slot sits empty. Your patient who needs three visits this week just missed one.
What if your waitlist worked for you?
When a slot opens, tap once. SlotFill texts every patient who'd want that time. The first one to reply "YES" is booked.
No calling five people and leaving voicemails. No texting back and forth. No "can you come at 10?" "no, how about 11?" Just: slot opens, text goes out, slot fills.
Built for how PT practices actually work
Your patients want to come more, not less. A typical PT plan is 2-3x per week. When someone cancels, there are multiple patients who'd happily take that slot to stay on track with their recovery.
Your front desk is already stretched thin — insurance calls, check-ins, authorizations. SlotFill takes the waitlist off their plate entirely.
No app for patients to download. It's a text message. They reply YES or ignore it. That's the whole interaction on their end.
Works alongside WebPT, Prompt, or whatever EMR you use. No integrations required.
Everything you need to fill last-minute openings
Simple, fast, and built for busy PT 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 spend 30 minutes calling patients when someone cancels"
Manual phone tag is exhausting. By the time you reach someone, the slot is gone.
"Patients want to come 3x/week, not wait for next month"
Your waitlist patients are motivated to recover. They just need to know when something opens.
"Every empty slot costs me $100-150"
Last-minute cancellations aren't just inconvenient — they're expensive.
One empty PT slot costs you $100-150. SlotFill costs $39/month. Fill one extra visit a month and it pays for itself three 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.
Your patients want to recover faster. Your waitlist wants to get in. Connect the two.
Start your free 30-day trial.
No credit card required · 50 SMS included · Cancel anytime