WaitlistCare
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For Therapy Practices

Therapy Waitlist Software That Works

Manage patient waitlists for speech therapy, occupational therapy, physical therapy, and mental health practices with ease.

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30-day free trial • No credit card required

Therapy Practice Challenges

Managing patient waitlists while delivering quality care

Long Wait Times

High demand for therapy services means lengthy waitlists that need careful management to serve patients fairly.

Communication Overhead

Families checking on their waitlist status takes time away from patient care and administrative tasks.

Matching Patients to Providers

Tracking which patients need which therapists or specialties across a growing waitlist is complex.

Built for Therapy Practices

Features that streamline patient intake and waitlist management

Service-Based Waitlists

Create separate waitlists for different services: speech therapy, OT, PT, ABA, or mental health. Track each independently.

Automated Patient Updates

Send status updates automatically. Patients can check their position online without calling your office.

Custom Intake Fields

Capture referral source, insurance, diagnosis, urgency level, and any other information your practice needs.

Provider Assignment

Track which therapist patients are waiting for, or indicate flexibility for faster placement.

Priority & Urgency Tags

Flag urgent cases, returning patients, or insurance time limits to ensure appropriate prioritization.

Waitlist Analytics

Understand average wait times by service, track conversion rates, and identify capacity planning needs.

For All Therapy Specialties

Speech-Language Pathology

Manage pediatric and adult speech therapy waitlists with diagnosis tracking and age-based organization.

Occupational & Physical Therapy

Track OT and PT patients, referral sources, and insurance authorizations across your caseload.

Mental Health & Counseling

Handle therapy intake waitlists with provider matching, urgency flags, and confidential notes.

Why Therapy Practices Choose Us

  • Service-based waitlist organization
  • Patient self-service status portal
  • Document collection & review
  • Email notifications & templates
  • Provider assignment tracking
  • Priority & urgency tags
  • Custom intake fields
  • Bulk CSV import from existing systems
  • Public signup link for referrals
  • Team access with role permissions
  • Export data for reporting
  • Collect registration fees
Monthly Annual Save 20%
Per Location
$20 /month

Billed annually ($240/year)

Start 30-Day Free Trial

No credit card required

Frequently Asked Questions

Common questions about therapy practice waitlist management

How does therapy waitlist software reduce front desk calls?
Patients receive a secure link to check their waitlist position online anytime. Automated email notifications keep families informed about status changes, eliminating the need to call your office for updates.
Can I organize waitlists by therapy service or therapist?
Yes! Create separate waitlists for each service (speech therapy, OT, PT, ABA, counseling) or by specific provider. Each waitlist maintains its own queue with automatic position tracking.
Can I track which therapist or provider patients are waiting for?
Yes, use custom fields to assign patients to specific providers or mark them as flexible for faster placement. Tag patients by provider preference, insurance type, or urgency level for easy filtering.
How do I prioritize urgent cases or time-sensitive referrals?
Use priority tags to mark urgent cases, insurance time limits, or returning patients. Color-coded tags make it easy to identify and prioritize patients who need faster placement.
Can families sign up for the waitlist themselves?
Yes! Create a public signup form for your website or referral partners. Patients fill out intake information and are automatically added to the correct waitlist. You can optionally collect registration fees during signup.
Can I collect intake forms and documents during waitlist signup?
Yes, WaitlistCare includes document collection. Patients can upload required forms, insurance cards, referrals, or other documents directly through their status portal.
How much does therapy waitlist software cost?
WaitlistCare costs $20/month per location when billed annually ($240/year) or $25/month when billed monthly. There are no limits on waitlist entries or staff accounts. 30-day free trial included.
Can I import my existing therapy waitlist?
Yes, bulk CSV import lets you upload your existing waitlist and map the columns to our fields. Your entire list can be imported in minutes with all patient information preserved.

Ready to Organize Your Patient Waitlist?

Join therapy practices using WaitlistCare to streamline patient intake.

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30-day free trial. No credit card required.