The long psychotherapy waitlist that refills itself
A digital waitlist for your psychotherapy practice that does more than collect names: when someone cancels or misses an intake appointment, the engine offers the slot automatically to the next suitable person on your waitlist. On your own domain, not in a portal.
Long wait, empty slots: both at once
Psychotherapy has some of the longest waiting times for an intake appointment. Even so, slots that open up at short notice often go unused, because refilling them is manual work. The numbers below are stated honestly as ranges.
- 3-9 mo.
- typical wait for an intake appointment, depending on region and method
- 5-15%
- of appointments fall through at short notice via cancellation or no-show
- < 60 sec.
- until the engine offers a freed-up slot to the waitlist
- 0
- commission per appointment, because it is your own instance and not a portal
From waitlist entry to a filled slot
- Schritt 01
People add themselves
Instead of phone hours and callback notes, people fill in a short intake form on your website: their concern, preferred method, availability, desired times. With documented consent to be contacted.
- Schritt 02
A slot opens up
A patient cancels the intake appointment or does not show up. The slot is recognised as free in your calendar immediately, without anyone in the daily routine having to think about it.
- Schritt 03
The engine asks the waitlist
The next suitable person on the waitlist is automatically offered the open appointment by WhatsApp or SMS, with a clear deadline to confirm. If they decline, the request goes to the one after.
- Schritt 04
The appointment is set, the list moves up
On confirmation the slot is booked and confirmed, and the waitlist updates itself. You only see the result: an appointment filled again, without a phone chain.
Your own digital waitlist, not an entry in a directory
Many practices now build their own waitlist page because they do not want to disappear into someone else's portal. TerminJet turns exactly that page into a working engine. It runs under your practice address, in your look and feel, and belongs to you, not to a platform sitting between you and your patients.
Built for what generic tools leave on the table
Intake, probatory session, follow-up
The waitlist distinguishes by appointment type. A freed-up intake appointment is offered to those waiting for exactly that, not to the whole list.
Fit instead of order
Method, concern, availability and desired times feed into the choice. The slot goes to someone it genuinely suits, not rigidly to number one.
Documented consent
Every waitlist entry includes a traceably recorded consent to be contacted by WhatsApp or SMS. That keeps the contact cleanly documented.
WhatsApp and SMS instead of a phone chain
Requests go out over the channel people respond to quickly. With a deadline to confirm and automatic moving on if no one answers.
Embedded intake form
The form sits as an iframe directly on your page and feeds the engine. No collecting notes, no manual double entry.
PHI encrypted, EU-hosted
Health-related data is stored AES-256 encrypted, hosted at Hetzner in Germany. Built with GDPR in mind.
What happens when an intake appointment cancels at short notice
The same situation, once by hand and once with TerminJet. A patient cancels her intake appointment for Thursday 9am on Wednesday evening.
- The cancellation lands on the answering machine or by email, seen in the morning
- Someone has to remember to go through the waitlist
- Calls against the phone hours of those waiting, most do not pick up
- By midday no one has been reached, the slot stays empty
- The wait stays long for everyone, even though a place was free
- The slot is recognised as free immediately, even in the evening
- The engine picks the next suitable person who wants an intake appointment
- Offer by WhatsApp with a deadline to confirm, if declined the list moves up
- By morning the Thursday slot is usually filled again
- The practice only sees the result: appointment confirmed
The problem was never too little demand. It was that a freed-up slot did not reach the next waiting person fast enough.
Common questions about the digital waitlist
Does this replace the duty to keep a waitlist or to refer?
No. TerminJet is a tool that maps your existing waitlist digitally and automates the refilling of free slots. Clinical and legal decisions about admission and referral remain yours.
Is this GDPR-compliant for health data?
The platform is built with GDPR in mind: health-related data is AES-256 encrypted, hosting is at Hetzner in Germany, and contact is made only with documented consent. We provide a data processing agreement.
Do patients see a third-party portal or my practice?
Your practice. The waitlist and the intake form run white-label on your own domain and in your look and feel. There is no platform provider between you and the people interested, and no commission per appointment.
How are people on the waitlist contacted?
By WhatsApp or SMS, because people respond to those quickly. A free slot is offered with a clear deadline to confirm. If someone does not answer, the request automatically goes to the next suitable person.
Does every free slot go to the whole list?
No. The engine takes appointment type, preferred method, availability and desired times into account. A freed-up intake appointment is offered specifically to those it suits, not to everyone unfiltered.
What do I have to set up myself?
As little as possible. We handle setup and the connection to your practice website together with you. Depending on the plan, we also take care of branding and fine-tuning the engine.
The intake form that feeds your waitlist
This is what entering the digital waitlist looks like, embedded on your practice page. This exact form feeds the engine that automatically refills open intake slots.