Your 2:30 tomorrow just cancelled. Who do you call?
ClinicPilot ranks the patients most likely to take that time and writes the reason beside each name. Your schedule stays where it is; ClinicPilot gives the desk the list, and you send each offer from your own phone or email.
A desktop app for Mac and Windows. Download it, connect your system, and it reads your schedule onto your own computer. 14-day free trial, no card.
- Works with Jane
- Works with Walnut EMR
- Works with Cliniko
- Works with Juvonno
- Works with Universal Office
- Read-only
- Nothing written back
Example: for Thursday 2:30 p.m. with Dr. Chen, Ravi Singh scores 8 (already booked Sep 18), Lena Novak scores 43 (contacted in the last 7 days) and Omar Haddad scores 48 (usually needs 60 min, slot is 30 min), so they drop down the list. Jack Kumar ranks first at 98, High (usually sees this practitioner, treatment plan follow-up outstanding), then Chloe Gagnon at 79, High (responds well to short-notice offers) and Maya Park at 58, Medium (overdue: last seen 63 days ago vs usual 35).
$114,505.58
lost in one year to no-shows and cancellations made less than 24 hours ahead, at one Calgary physiotherapy clinic (1,270 of 6,162 appointments in 2017).
Onigbinde, International Journal of Physiotherapy, 2021. One clinic, one study. Read the study
ClinicPilot doesn't send reminders or stop no-shows. It helps the desk fill the time once it's empty.
What the calendar doesn't tell the front desk
Each of these looks like ordinary white space in your schedule.
Tomorrow's 2:30 cancelled at 9:04 last night.
Jane frees the time and tells nobody. ClinicPilot reads your calendar links every hour, and Sync now pulls the latest whenever you press it.
Example: Nora Lindqvist's Thursday 2:30 p.m. appointment was cancelled on Tuesday at 9:04 p.m.. At Wednesday morning's read, ClinicPilot marks it Cancelled and logs Slot opened, 30 minutes, about $75 at risk, a rough guess with no prices on file.
Thursday at 11 has been empty for three weeks.
Nobody cancelled it, so nobody noticed. Fill slots lists every open time in the next 14 days with what each one is worth.
Example: 3 visits open next week, Tuesday 9:00 a.m. for 20 minutes (~$50), Thursday 11:00 a.m. for 30 minutes (~$75) and Friday 3:00 p.m. for 60 minutes (~$150). Together that is 1.8h of unbooked time and about $275 at risk, a rough guess at $2.50 a minute.
Every five weeks, like clockwork. It has been nine.
Due back is worked out from each patient's own visits, so a drifting regular shows up before they are gone.
Example: Maya Park usually returns every 35 days. Her last visit was Jul 15, 63 days ago, so she was due about Aug 19 and shows as Overdue, Medium at 44/100: overdue: last seen 63 days ago; 6 visits: established patient.
Came in once. Then nothing.
A new patient with nothing booked shows up on Today before they drift, with a time that fits their usual visit when one is open.
Example: Sam Okafor came in once on Aug 21 and has nothing booked. 26 days later he shows on Today as Never rebooked, Medium at 47/100: last seen 26 days ago, no regular pattern yet; treatment plan follow-up outstanding.
More patients who drift
Cancelled, said they would rebook, and didn't.
A recent cancellation counts toward who is worth a call, and Reactivation has a filter for exactly these patients.
Example: Leo Brandt cancelled his Mon, Sep 7, 9:00 a.m. visit and has nothing booked. The Cancelled, never rebooked filter lists him as High, 65/100, worth $75 (est.): due now: every 35 days, last seen 30 days ago; cancelled recently and has not rebooked; 7 visits: established patient.
Told to come back in four weeks. Nobody checked.
Tick Treatment plan due on a patient, and Reactivation lists everyone who was asked to come back, ranked, with reasons.
Example: filtering by Treatment plan due lists Dev Patel (Medium, 64/100), Hana Sato (Medium, 48/100) and Sam Okafor (Medium, 47/100), each with a treatment plan follow-up outstanding.
A wait list reaches people who asked. This reaches everyone else.
Jane's Wait List and Cliniko's wait list can fill cancellations too, so use them. Jane's notifies the patients who joined it, all at once, and the first to book gets the time, according to Jane's own guide (checked September 2026). A wait list can't see a regular who is overdue but never joined, or a time that was never booked.
Jane's wait list guideExample clinic
In this example, a wait list works on the 8. The call list works on the 55.
No black box. Every point is a reason on screen.
Each patient gets a score out of 100 for that exact time. You can read why, disagree, and search to add anyone else.
Example: Jack Kumar scores 98 out of 100, High, for Thursday 2:30 p.m.: 20 for no upcoming appointment, 25 for due now: usually returns every 25 days, last seen 24 days ago, 15 for usually sees this practitioner, 15 for treatment plan follow-up outstanding, 8 for usually books on Thursdays, 7 for usually books around 14:00, 8 for how they answer short-notice offers. Points taken off: 40 for already booked, 25 for contacted in the last 7 days, 20 for usual visit is longer than the slot, 15 for usually sees someone else, 15 for two or more no-shows, 10 for not seen in over a year.
What the ranking reads
- How often this patient normally returns, and whether they are due
- Whether it is the practitioner they usually see
- The days and times they normally book
- Whether they cancelled recently and never rebooked
- Whether a treatment plan follow-up is outstanding
- How they have responded to short-notice offers before
- Whether their usual visit even fits the gap
You send the offer. They book with you.
ClinicPilot writes the offer. Your clinic sends it, from its own accounts. For Jane clinics, the offer carries your own Jane booking link, opened on the right week.
Your email app
The offer opens as a new email, written and addressed. You press send.
Your phone
Messages on a Mac with an iPhone, or Phone Link on Windows. The text is ready; you send it.
Opens a chat with the patient and the message filled in.
Open in Cliniko
Opens the patient in Cliniko with the message copied, so you can paste it into Cliniko's own SMS.
Copy
Copy the message and send it any way you like.
ClinicPilot never texts, emails or calls a patient itself, and nothing goes out on its own.
Built for the minute between patients
One next step per card, and anyone already contacted comes off new cards.
Six buttons, and you just hung up.
Each card shows one next step. After the call it asks one question: How did the call go?
Example: Jack Kumar's card shows "Call (416) 555-0142", "Text booking link", "Called already". After the desk taps "Call (416) 555-0142", the card asks one question, How did the call go?, with "Booked in Jane", "No answer, text the link", "Not interested", "Back". The desk picks "Booked in Jane", and the card reads: Marked booked 1 min ago. Checking Jane.
The morning shift texted her. The afternoon shift almost called.
Anyone already contacted comes off new cards and waits under Waiting, with one line saying what happened.
Example: Lena Novak was on the call list for Friday 10:00 a.m.. She was sent a booking link this morning, so she moves to Waiting with "Booking link sent 3 h ago." and the call list offers that time to Maya Park instead.
Ten minutes between check-ins. Which gap first?
Schedule health shows how booked tomorrow is and lists the highest value gaps first, each with Find patients.
Example: tomorrow is 82% booked with $275 at risk, room for 3 visits. The gaps sort highest value first: 11:00 a.m. to 12:00 p.m. for $150, then 3:30 p.m. to 4:00 p.m. for $75, then 9:00 a.m. to 9:20 a.m. for $50.
Who you can message, shown on every patient
ClinicPilot shows who agreed and who declined. Your clinic decides and sends.
Who agreed, who declined
Read from your Jane patient export, from Cliniko, or recorded by the desk.
Who opted out
When a patient replies STOP to your clinic or asks not to hear from you, the desk presses They said stop. ClinicPilot never reverses an opt-out.
Your clinic sends
Your clinic is responsible for consent and sends every message from its own accounts.
282 patients. Not one phone number.
Jane's calendar links carry names and times only. Export your Patient List from Jane, import it, and numbers fill in without duplicates.
Example: 282 patients arrive from the calendar with names only. Importing Jane's patient list fills in their phone numbers without adding duplicates: 0 added, 282 updated.
Fill them, then see what the clinic is really doing.
Utilization, unbooked time, no-shows and money owed are in the one plan.
Two calendars that look equally busy.
Booked hours against scheduled hours for the last 30 days, per practitioner. Needs each practitioner's shifts link.
Example: Dr. Chen is 92% booked, 110 of 120 scheduled hours, while Dr. Ruiz is 54%, 43 of 80. The clinic as a whole is 77%.
White space on a calendar is money nobody counted.
Performance adds up open time in the next 14 days, what tomorrow still has at risk, and who is worth a call this week.
Example: $2,310 (est.) of unbooked time, room for 27 visits in the next 14 days at a rough guess, tomorrow 78% booked with $225 (est.) still at risk, and 58% of patients with a next visit. Biggest opportunities now: Leo Brandt, due now: every 35 days, last seen 30 days ago, $75 (est.); Maya Park, overdue: last seen 63 days ago, $75 (est.).
Always getting cancelled? Here's the number.
No-shows plus cancellations as a share of the last 30 days, with a Lost column for each practitioner.
Example: 23 of 177 visits in 30 days were no-shows or cancellations, 13% (9 no-shows, 14 cancellations). Lost per practitioner: Dr. Chen 9, Dr. Ruiz 14.
Who owes the clinic, and for how long.
Import Jane's Accounts Receivable report, and unpaid invoices are grouped by insurer and aged by service date.
Example: $6,420 outstanding from 4 payers. Insurer A owes the most, $2,180, with its oldest invoice at 94 days. $960 is over 90 days. By age: 0-30 days $2,610, 31-60 days $1,830, 61-90 days $1,020, 90+ days $960.
Connected before your next cancellation
- Download ClinicPilot for Mac or Windows
- Install it on your clinic's main computer
- Connect your system
- ClinicPilot reads your schedule
Read-only, onto your own computer. Nothing is written back.
- Jane
- Paste each practitioner's calendar link. Import your Jane patient list for phone numbers, emails and consent.
- Walnut EMR
- Paste each schedule's calendar link. Walnut EMR has no working-hours feed, so you type each practitioner's hours once.
- Cliniko
- Paste an API key from Cliniko.
- Juvonno
- Paste an API key from Juvonno.
- Universal Office
- Install a small agent on the office server, and ClinicPilot reads the schedule through it.
Example: six calendar links pasted in any order are paired to three practitioners, synced, and summarised as 214 appointments, 118 shifts and 23 open slots.
What happens to your patients' information
It stays on your clinic's computer. ClinicPilot never receives it.
Only these reach ClinicPilot
- A licence check, once a day
- The one-time code that links a computer to your account
- Diagnostics, only if you choose to send them after seeing them
- Support messages, with patient names, phones and emails removed first
An encrypted backup is made on your computer every night.
Chart notes never get in.
The notes field is dropped the moment a feed is read, before anything is stored, and an automated test checks it. Feed links are stored encrypted.
Example: a calendar event arrives with a clinical note. The note is removed before the event is stored, and the feed link itself is stored encrypted.
Pricing
One plan, per clinic. The same number in your own currency: US, Canadian, Australian or New Zealand dollars, pounds or euros.
ClinicPilot
14-day free trialEverything, in one plan.
- Each extra front desk person 14.99 a month, plus tax
- Each extra location 14.99 a month, plus tax
- Schedule read every hour, plus Sync now See it
- Every open slot with what it is worth See it
- Who to offer each opening to, ranked with reasons See it
- Reactivation list of everyone with no next visit See it
- Schedule health See it
- Prices from your reports
- Utilization, no-shows and unbooked capacity See it
- Money owed, from your imported reports See it
- Insured patients
- Consent shown on every patient
- Nightly encrypted backups
14-day free trial, no card
14.99 a month for each extra front-desk person or location, plus tax; every location runs ClinicPilot on its own computer, linked to one account. Try everything free for 14 days, no card.
The things clinics ask first
- Do we have to leave Jane, or our current system?
- No. Your system keeps booking, charting, billing and insurance. ClinicPilot sits beside it and shows what the schedule doesn't.
- Which systems does it work with?
- Jane and Walnut EMR through their calendar links, Cliniko and Juvonno through an API key, and Universal Office through a small agent on your office server.
- Does it change anything in our system?
- No. ClinicPilot only reads. It never books, cancels or writes anything into Jane, Walnut EMR, Cliniko, Juvonno or Universal Office.
- Does ClinicPilot see our patients' information?
- No. Patients, appointments and reports stay on your clinic's computer. Only four things reach ClinicPilot: a licence check once a day, the one-time code that links a computer to your account, diagnostics you choose to send after seeing them, and support messages, with patient names, phones and emails removed first.
- Does ClinicPilot text, email or call our patients?
- Never. It shows who to offer a time to and writes the message. Your clinic sends it.
- How does the desk send an offer?
- From your own email app, your own phone (Messages on a Mac with an iPhone, Phone Link on Windows), WhatsApp, Cliniko's own SMS through Open in Cliniko, or by copying the message. For Jane clinics, the offer carries your own Jane booking link, opened on the right week.
- What about consent?
- ClinicPilot shows who agreed, who declined and who opted out, from your Jane patient export, from Cliniko, or as recorded by the desk. When a patient replies STOP to your clinic or asks not to hear from you, the desk presses They said stop. It never reverses an opt-out. Your clinic is responsible for consent and for honouring it, and your clinic sends the messages.
- Where do phone numbers come from on Jane?
- Jane's calendar links carry only names and times. Export your patient list from Jane as CSV or Excel and import it; first name, last name, phone and email are read as they are.
- Can we trust the ranking?
- Every score comes with the reasons behind it, on screen. You can read why, disagree, and search to add anyone else.
- How fresh is the schedule?
- ClinicPilot reads your schedule every hour while it is running, and Sync now pulls the latest whenever you press it.
- Is our data backed up?
- ClinicPilot makes an encrypted backup on your computer every night.
- Can we get our data out, or delete it?
- Your data is on your computer. Export it from Help. To delete it, uninstall ClinicPilot and delete its data folder and backup files.
- We have more than one location.
- Each location runs ClinicPilot on its own computer, linked to one account. Each extra location is 14.99 a month, plus tax.
- Do we need a card to try it?
- No. The trial is 14 days and free, with no card.
- Are you part of Jane or the other systems?
- No. ClinicPilot is not affiliated with Jane, Walnut EMR, Cliniko, Juvonno or Antibex (Universal Office).
Find tomorrow's empty appointments before tomorrow
Download ClinicPilot, connect your system, and it reads your schedule onto your own computer. Your system stays exactly as it is. 14 days free, no card.