Never lose a client to waitlist chaos again
AHT Waitlist OS turns scattered referrals, missed calls, and spreadsheet guesswork into one clear pipeline — from the first inquiry to a scheduled, active client. Built specifically for multidisciplinary pediatric therapy practices.
The problem
A waitlist shouldn't live in a spreadsheet, an inbox, and three people's heads.
Families wait too long. Cancellations go unfilled. Referrals get lost between an email, a fax, and a phone message. AHT Waitlist OS brings all of it into one system so every family is accounted for — and every open hour gets filled.
Everything we built
One platform for your entire waitlist
From the first inquiry to a scheduled client, every step lives in one place — and most of it runs on its own.
Smart Intake Routing
Every new inquiry — public intake form, phone, or quick admin add — is automatically categorized by service, insurance, location, and urgency. No more manual sorting or sticky notes.
Website Lead Capture
Inquiries from your Squarespace “Contact Us” form and Tally referral forms flow straight into the app — automatically, around the clock. Stop checking your inbox for new families.
Lead Triage Inbox
A dedicated Website Leads screen. Review every raw inquiry, add timestamped notes, email the family back in one click, then promote the real ones to your waitlist or dismiss the junk.
7-Stage Clinical Pipeline
A visual pipeline from New Referral all the way to Active client. Every entry carries its stage, status, notes, and a full audit trail — with checklists so nothing skips a step.
Cancellation Fill Engine
When a slot opens, instantly surface the best-fit family by location, service, and availability — then send an automated text offer. Turn last-minute cancellations into filled hours.
Cancellation-Basis Scheduling
Keep a ready list of families who can take short-notice openings. One click sends a booking link or a friendly reminder — perfect for filling gaps the same day.
Automated SMS & Email
Editable text and email templates for every stage — slot offers, follow-ups, reminders, and check-ins. Customize the wording once in Settings; the system handles the sending.
Multi-Location Support
Run Dearborn, Ann Arbor, and Virtual care — including in-person + virtual combinations — from a single dashboard, with each family routed to the right place.
Real-Time Analytics
Track conversion rates, wait times, fill rates, and where your referrals come from. Make capacity and hiring decisions from data, not from a hunch.
See it in action
A closer look at the day-to-day
Here is what your team actually works with — clean screens that make a busy waitlist feel manageable.
Looking for speech therapy for my 4-year-old. Mornings work best.
Provider referral — OT evaluation requested. Documents attached.
Capture & triage
Every inquiry, in one inbox
Website forms and provider referrals arrive on their own. Review each one, add notes, then promote the real families to your waitlist — and dismiss the rest before they ever clutter your pipeline.
- Squarespace & Tally forms sync automatically
- Timestamped, attributed notes on every lead
- Promote to the waitlist in one click
Fill the gaps
Turn cancellations into filled hours
A slot just opened? Enter the location, service, and time, and the system instantly ranks the best-fit families — ready to be texted an offer in seconds, not hours.
- Best-fit matching by location, service & availability
- One-tap text offers to ranked candidates
- Cancellation-basis list for same-day openings
Stay in touch
The right message, sent for you
Slot offers, reminders, follow-ups, and check-ins go out as text messages automatically. You write the wording once in Settings — the platform handles the rest.
- Editable SMS & email templates for every stage
- Two-way replies tracked against each family
- Booking & reminder links sent in a tap
Click through every screen — no sign-up required.
How it works
From first hello to first appointment
Four simple stages — the platform does the heavy lifting in between.
Capture
A family reaches out — through your website, a provider referral, a phone call, or a fax. Every channel lands in one place automatically.
Triage
Review the inquiry in the Leads inbox. Add notes, reply by email, and confirm it’s a real fit before it ever touches your clinical pipeline.
Track
Qualified families move through the 7-stage pipeline — paperwork, insurance, evaluation, scheduling — with a clear status at every step.
Schedule
When a spot opens, the right family is matched and offered it by text. Cancellations get filled, and no one falls through the cracks.
HIPAA-conscious from the ground up
Protected health information deserves more than a password. Every layer of AHT Waitlist OS is designed around keeping family data private and secure.
Signed BAAs
Business Associate Agreements in place with every vendor that touches protected health information.
Two-Factor Authentication
Every sign-in is verified with a one-time SMS code, with a trusted-device option for daily use.
Role-Based Access
Owners and admins see exactly what their role allows — no more, no less, with access managed centrally.
Automatic Logout
Inactive sessions sign out on their own, so an unattended screen never becomes a privacy risk.
Encrypted Transport
All data moves over encrypted connections, with healthcare data sensitivity built into every screen.
Secure Fax
Send and receive referral documents by HIPAA-compliant fax — without leaving the platform.
Who it's for
Made for growing therapy practices
AHT Waitlist OS was built and proven inside a real, multi-location pediatric therapy clinic — speech, occupational, and behavioral care. If your practice juggles referrals, evaluations, insurance, and a long waitlist, it will feel like it was made for you.
- Speech, occupational & behavioral therapy clinics
- Multi-location and virtual-care practices
- Practices with long, hard-to-manage waitlists
- Teams that take referrals from many sources
Ready to take control of your waitlist?
Take a self-guided tour of the live demo, or book a free walkthrough tailored to how your clinic runs.