Recover revenue from cancellations, and get
found by new clients

When a client cancels or reschedules, WaitOnce offers the appointment to your triaged cancellation waitlist so another client can claim it through the app. Your team focuses on clinical work instead of administrative recovery.

avg. annual revenue lost to gaps, per the clinics we spoke to

$ 0 K

Pricing

Two subscription options are available

Both options provide marketplace listing for your practice. Platform subscription adds complete appointment management, including automated cancellation and rescheduling waitlist, integrated with your practice management system. The 30-day free trial applies to the Platform subscription only; the Search listing is an annual subscription and does not include a trial.

$ 199.99 per month, excl. GST · one practitioner included

First 30 days are free
Automated gap detection and client notification
Compatible with Cliniko, Halaxy, Nookal and Splose.
Marketplace listing included
All scheduling features
Clinical rules and customisable waitlist configuration
Each additional practitioner: $15 per month, incl. GST

Verified and integrated

Integrates with Cliniko, Halaxy, Nookal and Splose. The Search listing does not require integration with your practice management system.

The reality and the solution

Cancellations and rescheduling create gaps. WaitOnce fills them

How WaitOnce resolves this

Your waitlist works for you

Clients join your waitlist through the app. When an appointment opens, they get notified and can claim it themselves.

Your team spends less time on the phone

Clients self-allocate against open appointments. Your admin team fields fewer calls chasing bookings.

You stay in control

Your clinical rules govern who can book. Book a call and we will walk you through exactly how it works for your practice.

Case study

Implementation outcomes at Spinal Life Australia and Sporting Wheelies

“ Since our clients have been able to see their bookings on WaitOnce, phone calls to reception have dropped drastically. Clients are more confident about when their appointment is, especially those who come with carers or need extra support.”

“ Our clients like seeing their schedules and managing their bookings.”

Andrew L — Customer Engagement & Facilities Co-ordinator

Spinal Life Australia and Sporting Wheelies, Queensland

Mobile app screenshot — client booking view

AHAC gold supplier badge / Pitch Fest award

Is WaitOnce right for you?

WaitOnce delivers measurable value if revenue recovery and admin relief matter to you

The more of these describe your practice, the greater the potential benefit.

See it on a call

Book a 30-minute demo. We will show you exactly how WaitOnce works for your practice and answer your questions.

Common concerns

Scheduling complexity does not prevent implementation

We have encountered and resolved these concerns across many practices. None are barriers to WaitOnce implementation.

“ Our practitioners operate across multiple locations ”

Locations are set by the practice and assigned to each client as a permission. WaitOnce limits calendar access to the location permission assigned, so clients only see availability for their location.

“ Our clients have recurring bookings ”

Unlock the dates for viewing on the app when you are ready, book your recurring appointments first. The system operates as an overlay to your existing scheduling, not a replacement

“ Our clients have diverse funding sources ”

WaitOnce was developed specifically for allied health. The platform does not require payment authorisation at booking, accommodating clients with government funding, insurance, or other third-party payment arrangements

“ Our intake process includes clinical assessment ”

WaitOnce includes a clinical approval workflow. Clients submit service requests which you must approve before booking confirmation, preserving your intake requirements

“ We can’t add another system to our workflow ”

WaitOnce integrates with your existing practice management system. Day-to-day scheduling operations remain within your current PMS. WaitOnce operates as an integrated extension, not a separate system requiring parallel management

The operational challenge

When a client cancels or reschedules an appointment, the resulting gap in your schedule represents an immediate loss of revenue. Your administrative team must manually identify eligible clients from the waitlist, contact them individually through multiple attempts, and coordinate availability matching, a process that is slow, labour-intensive, and frequently unsuccessful because it cannot operate outside business hours when many cancellations and reschedules actually occur. The cumulative financial impact across a calendar year is substantial. Allied health practices typically absorb $200,000 to $250,000 in annual losses attributable to unfilled appointment gaps, while administrative staff expend significant labour hours on gap management with inconsistent outcomes. Beyond the financial burden, this manual process introduces operational fragility into scheduling and creates uncertainty around daily revenue and schedule utilisation. The gap-filling challenge persists because the process requires staff availability and time that coincides with appointment cancellation and rescheduling, a timing mismatch that makes consistent recovery impossible under current workflows.

Questions

Frequently asked questions

Will client self-service access increase cancellation and rescheduling rates?

Evidence from implementation indicates the opposite. Client access to self-service cancellation and rescheduling typically results in earlier notification, providing greater time for gap filling. Reduced inbound call volume to reception and improved client appointment confidence have also been documented.

How is clinical control maintained?

Your clinical rules govern all client-facing processes. Clients can only book within the parameters you establish. Nothing bypasses your clinical approval workflow.

Does WaitOnce benefit practices with full schedules?

Yes. Gap-filling value is independent of new client acquisition. Practices that restrict marketplace access while maintaining automated gap-filling for existing clients still realise administrative and revenue benefits. You can disable new client requests while retaining gap recovery functionality.

What practice management systems are supported?

WaitOnce integrates with Cliniko, Halaxy, Nookal and Splose. The search listing does not require PMS integration.

Which allied health professions can list on WaitOnce?

WaitOnce supports physiotherapists, occupational therapists, speech pathologists, dietitians, exercise physiologists, podiatrists, psychologists, registered nurses, social workers, behaviour support practitioners, and music and drama therapists. Other allied health professionals in similar practice settings are also supported.

Require additional information?

Schedule a 30-minute consultation. We will review your practice and provide a detailed assessment of potential implementation benefits.

Recover revenue from cancellations, and getfound by new clients