The problem
Patients waiting a fortnight for a follow-up would happily come tomorrow, but nobody knows a slot has opened. If a two-physio clinic gets 5 late cancellations a week at $73£55€65A$106C$103 a session and fills none, that's about $1,573£1,183€1,408A$2,271C$2,224 a month of empty time (5 x $73£55€65A$106C$103 x 4.3).
What the AI does
Zanda lists a waitlist on both its plans: patients can add themselves through the client portal, you store their preferred times, and when a slot opens you can text available times to waiting patients. Growth, which a clinic with more than one practitioner needs, also lists an advanced waitlist. Reception books whoever replies, and first assessments stay with the physios to triage.
A worked example
A two-physio clinic in Reading gets about 5 late cancellations a week. Patients waiting for follow-ups go on Zanda's waitlist with the days they can do, and reception texts them when a slot opens.
Before
5 late cancellations a week, mostly left empty: about $1,573£1,183€1,408A$2,271C$2,224 a month
After
About 3 a week refilled: about $944£710€845A$1,363C$1,335 a month back
What it's worth
About $755£568€676A$1,091C$1,068 a month in profit, at an assumed 80% margin on $944£710€845A$1,363C$1,335 of refilled sessions (3 a week x $73£55€65A$106C$103 x 4.3), since the physio is paid for the time anyway. Zanda Growth for 2 physios is $53£40€48A$77C$75 a month, plus about $16£12€14A$23C$23 of texts if 30 go out a week at 9p.
How to set it up
- Check Zanda's UK pricing page: Growth is $33£25€30A$48C$47 a month plus $20£15€18A$29C$28 for each extra practitioner, so $53£40€48A$77C$75 for 2, with texts at 9p.
- Turn on the waitlist and let patients add themselves through the client portal, with the days and times they can do.
- When a slot opens, text the time to suitable patients and book whoever replies.
- Keep first assessments and urgent post-operative patients booked by phone, so a physio triages them.
- Count refilled slots for two months to see whether it's paying.
What goes wrong
- Moving practice system just for a waitlist rarely makes sense. If you're on Cliniko or another system, check its waitlist options first.
- Texts should give only the practice name and a time, nothing about treatment.
- Zanda's pricing page doesn't say where UK data is hosted. Ask, and get a data processing agreement.
- Insurer-funded patients may need authorization before an extra or earlier session. Check before moving them.