Online appointment booking for practices, therapists and aesthetic clinics
Reception is the bottleneck of every practice: phone calls, check-in, billing and scheduling all come together at one desk. This guide shows how online appointments take pressure off the phone, how recall appointments run on their own and how to plan treatment times realistically.
ForDental practicesPhysiotherapyAlternative practitionersChiropractorsSpeech and occupational therapyCosmetic and aesthetic treatmentsPodiatry
Patients book routine appointments such as preventive care, check-ups or follow-up treatment themselves. The phone stays free for urgent cases.
The booking link in the reminder email replaces ringing round patients for their six-monthly check-ups.
The booking form asks about symptoms, insurance and referrals before the patient arrives.
What makes scheduling hard in this industry
The phone blocks the front desk
At peak times it rings every minute. Patients at the desk have to wait, and callers end up on hold or hang up.
No-shows in busy consultation hours
A forgotten appointment in the morning is hard to fill. For practitioners with waiting lists, every empty slot means lost care and lost revenue.
Different treatment times
A check-up in 15 minutes, an initial consultation in 45, a treatment in 60. The schedule has to fit the service, not the other way round.
Recurring appointments
A hygiene appointment every six months, physiotherapy twice a week for six weeks. Follow-ups need a system.
How Resavis solves this for Healthcare & Clinics
No special features, just the existing building blocks combined the right way: services, staff, buffers, form builder, payments and notifications.
Services with their own duration and interval
Check-up 15 minutes, initial consultation 45, treatment 60. Each service gets a duration, a buffer and its own time slot interval.
Practitioners with their own consultation hours
Every practitioner has their own days, breaks and holidays. The booking page only shows what is actually available.
Approval before confirmation
If you wish, you can approve every online request before it takes effect. That way, the practice stays in control.
Reminders and cancellation deadline
Reminder 48 hours before, cancellations up to 24 hours before the appointment via the manage link. Slots that free up go straight back into online booking.
Form fields for advance information
Insurance status, referral available, symptoms in a few words. The answers appear with the appointment in your customer records.
Google Calendar for each practitioner
Appointments appear in the practitioner’s calendar, and private entries block online booking.
Practice capacity calculator: recalls, utilisation and no-shows
How many recall appointments does your patient base generate, how much capacity is left for new patients, and what do no-shows cost? Adjust the sliders to match your practice.
How to set up Resavis for Healthcare & Clinics
Six steps, in this order. Most businesses are taking bookings within an hour.
Set up services by type of treatment
Check-up, preventive care, initial consultation, follow-up treatment. Duration and buffer for each service, with prices only where self-paying patients book online.
Add practitioners with consultation hours
Working hours for each practitioner, breaks, days off, and holidays either as a practice closure or per person.
Only routine appointments online
Check-ups and preventive care online, urgent appointments and initial consultations with approval or still by phone.
Advance information as form fields
A dropdown for insurance, a checkbox for an existing referral, a long text field for symptoms. Use required fields sparingly.
Set up reminders and recalls
Reminder 48 hours before. For recalls, include the booking link in the confirmation email and in your recall letters.
Booking link on your website and Google
Widget on the practice website, link in your Google Business Profile, QR code on the appointment card.
How a customer books with Parkside Dental Practice
A sample business from your industry with typical services, team and form fields. Click your way through, nothing is saved.
Settings that have proven their worth in this industry
Starting values for services, booking page and notifications. You can change everything at any time.
| Setting | Recommendation | Why |
|---|---|---|
| Time slot interval | 15 minutes | Suits check-ups and lets longer treatments follow on neatly. |
| Minimum notice | 24 hours | Reception sees new appointments in good time and can prepare the paperwork. |
| Maximum advance booking | 6 months | Recall appointments for the next check-up can be booked right away. |
| Approval | On for initial consultations | New patients are reviewed before they are confirmed. |
| Cancellation deadline | 24 hours | Freed-up slots can be filled with patients from the waiting list. |
| Reminder | 48 hours before | Two days give patients time to sort out travel, a referral and time off work. |
| Buffer | 5 to 10 minutes after the treatment | Documentation and room preparation are visible in the calendar. |
Setup checklist for Healthcare & Clinics
Tick off what is done. Your progress is saved in your browser until you delete it.
Frequently asked questions: Healthcare & Clinics
Can I collect patient data through an online form?
Yes, as long as you only collect what is needed to schedule the appointment and you inform patients about the processing. Resavis stores the data on servers in the EU and loads no third-party scripts. Resavis acts as a data processor, and we provide the data processing agreement on request. Link your privacy notice on the booking page.
Can patients book a series, such as six physiotherapy sessions?
Online, patients book one appointment at a time. You enter a series in the calendar in the admin area, adding each appointment with a click. The patient receives a confirmation and a reminder for every appointment.
How do I keep slots free for urgent cases?
Set your practitioners’ working hours so that a window for urgent cases cannot be booked online, for example every day from 11am to 12 noon. You then add urgent appointments to this window in the admin area.
What about patients without an email address?
You create these patients in the admin area and add their appointments there. Reminders are sent by email only, and there is deliberately no SMS. For patients without email, the appointment card is still the best option.
Can patients see which practitioners are available?
Only as much as you allow. You decide whether patients may choose a practitioner or Resavis assigns the next available appointment. Other patients’ names are never visible.
Related industries
Taking bookings within an hour.
Set up your services, team and booking page with this guide. Free for 14 days, no credit card required. Questions? +49 1577 5588 888 (also WhatsApp).