The Scheduling Layer Your Practice Management System Can't Do

  • WaitOnce is a marketplace and scheduling platform built specifically for access, flexibility, speed and improved client experience.
 
  • Scheduling is our core business. We can provide appointment visibility across all providers regardless of which practice management systems they use.
 
  • We made this decision so that we can put all our focus into solving complex scheduling pain points. 
 
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waitonce mobile app

How WaitOnce is more than online bookings.

WaitOnce is a marketplace where:

  • People looking for allied health services can search in one place
  • Practitioners can list themselves and showcase their focus areas and service environments
  • Niche services can reach a wider audience

Clients can:

  • Find all their practitioners in one platform
  • Join waitlists for multiple services
  • See all appointments in one place, even across different providers
  • Manage their whole family’s bookings from one login
person using a laptop

FAQs

We didn’t remove clinical oversight; we built it into the system. Practitioners set the clinical parameters that guide how bookings work. Those parameters then sit underneath the client-facing system, so:

  • Clients can manage bookings day or night
  • Changes happen within clinically informed rules
  • Practitioners maintain confidence that bookings are appropriate

 

This balance allows real automation without sacrificing safety or quality.

Access to scheduling outside of normal business hours results in earlier notification of cancellations and rescheduling, improving the chances of re-filling those appointments. The automated offering of cancelled or rescheduled appointments means those cancellations can be rebooked within minutes, especially outside of normal business hours when people have better access to their phones.

We see cancellations as opportunities for other clients to access you, clients who you may be struggling to find a booking for, or who needed to reschedule as well. We improve the flow in your diary, reducing the need to charge late cancellation fees.

Our report modules keep you informed of clients’ app activity so that you can keep on top of changes. Our customisations allow you to de-activate certain features if you prefer.

WaitOnce is built to:

  • Capture cancelled appointments instantly
  • Offer them to clients who have waitlisted
  • Prioritise people ready and able to attend
  • Fill gaps quickly and automatically

This means:

  • Fewer empty appointments
  • Shorter wait times for clients
  • Client access to their preferred appointment times
  • Less admin burden for practices
  • Less reliance on cancellation fees

Not yet. WaitOnce currently integrates with Cliniko and Halaxy.

These were selected first because they are widely used across allied health and their values align with ours. Additional integrations are already in our product pipeline. We are continuing to expand based on practitioner demand and industry usage, and new integrations will be added over time. You can approach your PMS and request integration with us, which will help us integrate with them faster. Cliniko offers some subscription discounts to assist with costs if you change PMS. Halaxy offers its core subscription free, with a small fee for integrations, such as WaitOnce.

The majority of our features provide scheduling efficiencies for your existing clients.

When you register your practice on WaitOnce, you specify whether you are:

  • Taking new clients/ allowing a waitlist, or
  • Currently closed to new clients

This status is shown against your practice listing in the advanced search function.

If your books are closed:

  • You will not receive new service requests from people searching the marketplace
  • Only practices who are open to new clients or have capacity on their waitlist can receive new requests

You can still use WaitOnce to:

  • Help your existing clients manage their schedules
  • Automate cancellations and rescheduling
  • Fill gaps created by appointment changes
  • Run your calendars more efficiently

WaitOnce is open to all allied health service practitioners or service providers, including nursing and allied health assistants.

This includes, but is not limited to:

  • Podiatrists
  • Dietitians
  • Occupational Therapists
  • Speech Pathologists
  • Physiotherapists
  • Exercise Physiologists
  • Psychologists
  • Nurses
  • Allied Health Assistants
  • Social Workers
  • Behaviour Support Practitioners
  • Early Educators
  • Music Therapists
  • Drama Therapists

If you deliver allied health or related support services, you can list your services on WaitOnce, showcase your areas of focus, and connect with clients seeking your specialty.

For clients:
WaitOnce is completely free. The app is free to download and use for anyone searching for, accessing, or managing allied health services.

For practitioners:
Practitioners subscribe to the WaitOnce web-based portal on a monthly rate.

Pricing is:

  • $199.99 per month, which includes one therapist listing
  • $15 per month for each additional therapist
  • $0.99 per new appointment booking made via the app, cost reducing for larger booking volumes.
  • First 60 days is a free trial so that you can experience how WaitOnce pays for itself in reclaimed admin time, better therapy time utilisation and a superior client experience.

That’s completely fine. You’re welcome to explore WaitOnce at your own pace and get the information you need before making any decisions.

You can:

  • Submit an enquiry with any questions you have
  • Request a call for a more tailored conversation
  • Book a free, no-obligation 30-minute demonstration
  • Register your interest and receive new blog releases and updates.

All demonstrations and conversations are obligation-free and designed to help you understand whether WaitOnce is the right fit for you.