Waitlist callers offered openings as they free up
A client finishes their work and a Wednesday 5 p.m. slot opens for good. The people waiting for that therapist hear about it the same afternoon, not three weeks later when someone gets to the list.
A therapist marks a recurring slot or an intake time as open.
Calls the waitlist in the order you set, offers the slot, books the first yes.
The slot filled, the waitlist updated, and everyone called told where they stand.
How it works
- Sees the opening
A recurring weekly time or a one-off intake slot freed on the therapist's calendar.
- Picks who to call
People waiting for that therapist or that focus area, in the order you choose: longest wait first, or urgency your intake coordinator flagged.
- Calls kindly
It reminds them who they spoke to and when, says what opened, and gives them room to say it's no longer a good time.
- Books the yes
On the calendar, with a text holding the time and the intake form. If it's a weekly slot, it checks they can keep it ongoing.
- Moves down the list
A no or no answer moves to the next person. A short voicemail never names the practice's focus or the reason they called.
- Keeps the list honest
Anyone who found help elsewhere is taken off, and everyone else hears roughly how the list is moving.
Example call
- AI agentHi, is this Tomas? It's Emma from Harbourview Counselling. You called us in August about seeing someone for grief. Is now an okay moment?
- CustomerOh. Yes, it's fine. I'm still on the list?
- AI agentYou are. Ruth just has a Wednesday spot open at 5:30, every week, in the Dartmouth office. Would you like it?
- CustomerWednesdays I'm done at five. Yeah, that works.
- AI agentLovely. Your first session with Ruth is next Wednesday at 5:30, and the time stays yours after that. I'll text you the address and the form now.
- CustomerThank you. Honestly I'd almost given up.
After the call: Ruth's Wednesday 5:30 slot is filled with Tomas as a new weekly client, his waitlist entry is closed, and the two people ahead of him who declined are kept on the list with a note.
What your team gets
- Freed weekly slots filled within the day
- The waitlist kept current, with who declined and why
- Callers who found help elsewhere taken off the list
- Openings matched to the focus area each person asked for
- A weekly count of people waiting, by therapist
Questions
What does the voicemail say?
Only the caller's first name, Emma's name, the practice name and a number to call back. Never the reason they first called.
Who gets called first?
Whoever your rule says: longest wait, a flag your intake coordinator set, or a match on focus area, language or evening times.
Can it offer video and in-person spots?
Yes. It checks how each person said they'd like to meet and only offers slots that fit.
Hear it on your phone
Request a demo call and the agent phones you, set up for counselling and therapy like yours.