Moving to an online scheduling system will reduce your workload and increase profits.  It will give your patients the flexibility to schedule their appointments, even after hours and pay for their appointments online.  Automated reminder emails and text messages reduce no-shows dramatically and eliminates many hours of office work.

The advances in technology have produced numerous scheduling software companies, all competing for your business. 

The purpose of this article is to help you consider the capabilities that scheduling software can offer and choose the combination that best fits your practice.   

 

There are 4 features that are essential when considering which online appointment scheduling software to use.
Scheduling Appointments

The ease in which appointments can be scheduled online or in the office by the provider or patient, in real time.

Automated Appointment Reminders

The ability to send automated email and text message appointment reminders

Online Patient Payments

The ability to accept patient payments online or in the office, including the purchase of gift certificates.

and of Course, Value...

Consider your needs and features offered vs. cost

In addition to basic functions, many of the companies that we researched provide added features.  Some offer free trials and many offer tiered subscriptions.

We provide an overview of each company.  Please visit each company’s website to see a complete list of features available.  Just click on the More Info button.

Companies are listed in alphabetical order. The length of each overview does not indicate a company’s value or our preference for one company over another.

We compared 18 online appointment scheduling software companies who are compatible with smaller practices.  Here’s what we found…

Acuity Scheduling

  • Our customer support team receives marriage proposals from our customers. Also, poems. Write in and see for yourself.
  • Our founder built Acuity for his mom’s massage business and that ethos is what drives Acuity: real time-saving scheduling solutions for real people.

Acuity also offers:

  • 4-tiered pricing, free option, BAA for HIPAA compliance, numerous advanced features with all paid plans, no setup fees, free trial

Appointy

4-tiered subscription pricing.  Free option.  Free trial.  No contract.  Cancel anytime.  Pricing determined by number of staff and features provided.

Features include: Website integration or dedicated booking page, mobile app, patient payment capability, reminder messages, unlimited appointments and services.

Apptoto

Apptoto sends out call, text or email reminders to appointments on your existing calendars. It is highly customizable and will sync with your existing workflow, so you don’t need to manage another system – it works in the background.

Our service is month to month with no contract and is scalable to the size of your business. Our plans start at $29, allowing you to remind up to 200 appointments per month with connectivity to 3 calendars. Our customer service is one of the many things that sets Apptoto apart from competitors, we are available via call, chat or email if you ever have questions.

Currently, we don’t offer online payments through booking, but it is a feature that is in process and we hope to have available soon!

We offer a free 15-day trial with no credit card required until the trial has passed and you are ready to sign up for a subscription. We have webinars and demos available that show what we do and how the product works.

Artichoke

14-day free trial.  Subscription provides an online booking page and allows you to create and organize progress notes, accept credit cards and reoccurring transactions.  You can generate appointment reminders via email or text.  There are tools to manage income and expense accounting, connect to email marketing platforms, collect client reviews, generate referrals, sell gift certificates and more.

Set up your website in 5 minutes and start promoting your practice online.

Booksy Biz

Pricing is based on the number of staff members.  Free trial.  No hidden fees.  Cancel or change plan anytime.

Mobile app makes it easy for clients to self-schedule online and reminder messages reduce no shows.  Accept mobile payment, monitor you finances, sell products and services, manage your inventory and utilize Booksy Biz’s personalized marketing tools.

Booksy Biz also provides business managers with advanced management tools.

Bodywork Buddy

Designed for single practitioner offices.  Pricing is subscription based. There are monthly, semi-annual or yearly payment options.  Try free for 15 days.  No contracts.  No hidden fees.

Bodywork Buddy’s “Optimized Scheduling” feature eliminates gaps in your schedule.

Appointment confirmation and reminder emails are sent to your clients automatically.

Keep track of all services rendered and payments received. Print detailed sales reports and file them for tax-time.

Generate SOAP notes for each session.  Create customized client intake forms.

Plus many more features…

Click4Time

  • Affordably Priced for Any Sized Business
  • Appointment Scheduling
  • Mobile Access
  • Invoicing System
  • Electronic Charting – $12.95 per user**
  • Custom Online Forms – $4.95 per Template
  • Marketing Tools
  • Audit Trail on All Data
  • Extensive Reporting
  • Email/SMS/Mobile Notifications***
  • Unlimited Support
  • Unlimited Appointments
  • 15 Day Free Trial Including Unlimited Bookings and Support

ClinicSense

14-day free trial.  No credit card required.

No contracts.  Cancel anytime.

3 tier pricing based on number of providers and tools provided.

Mid-plan (most popular) features: SOAP Notes, Intake Forms, Online Appointment Scheduling, Charge Credit Cards, Email Appointment Reminders, Text Message Appointment Reminders, Sell Gift Certificates Online, Credit Card Capture To Hold Appointments, Ask Clients To Prepay For Appointments, ClinicSense Profile Page, Facebook Integration For Online Scheduling, Create & Redeem Promo Codes, Send Email Campaigns to Clients, Automatic Email on Clients’ Birthday, Automated Recalls For Repeat Business, 4 business reports, support.

DocMein

DocMeIn features free online appointment scheduling.  No setup fees.  Unlimited appointments.  Unlimited reminders.  Color coded calendars.  Patient self-scheduling.  Calendar and software integrations.

Certain premium features, such as text and voice reminders, are offered at low pay-as-you-go rates.

Full Slate

  • We are HIPAA and GDPR compliant. 
  • Patients can book online on your website, Facebook, or Free Full Slate booking page
  • Automatically remind clients about appointments by email and text messages
  • Real-time sync to your preferred calendar for up-to-date availability, including iCal and Google Calendar
  • Coordinate work at multiple locations with separate or shared business hours and staff
  • Set up repeating appointments and easily make exceptions when necessary
  • Unlimited appointments for a flat monthly fee, plans start at just $29.95 per month for a single schedule. 
  • Free Setup Support, no need to be frustrated when trying to configure a new account,

Genbook

Genbook is a leading online appointment scheduling and small business management platform. Genbook provides a powerful suite of SaaS tools that allow local merchants to manage their appointments and staff, optimize their calendars, accept payments online and in-store, publish customer reviews to their profile pages and to Google, and get connected to and enable bookings on the major local search sites and social media.

  • Tiered subscription based on the size of your business.  Plans include all features.
  • Book appointments online.  Manage your business, your staff, and your customers.
  • Connect to Google & the Web!  Genbook makes it easy for you to be found on Google and booked online across the Web.
  • Boost your reputation. Publish positive reviews from your satisfied customers.
  • Accept payments.  Each service has individual payment preferences, enabling the business to control whether the customer’s card is captured, a deposit taken, or full payment in advance during the booking process. Genbook keeps track of clients that no-show, and allows business owners to change the payment preference for specific customers, requesting credit card details before they can book online.
  • Customers can easily schedule, reschedule, and manage their appointments online and through the Genbook Customer app.

Plus much more…

Jane

Jane does everything you need to run your practice all in one platform – online booking, scheduling, insurance management, billing, payment processing, reminders and notifications and online intake forms.

We grow with your practice, and only users that are “income generating” are charged a license fee. We also lump together part time practitioners to make a full time equivalent as we respect the way that many practices grow with a few part timers just building up. To use our interactive calculator you can visit our pricing page here: https://jane.app/pricing#calculator

As for what sets Jane apart…

We often say that you will likely hear the same words from everyone: simple, intuitive, modern etc. But Jane has grown to a community of over 25,000 practitioners with no sales people. This is because our practitioners are referring Jane to one another! We grow the same way you do as a small business – by providing a fantastic service that people tell each other about.
Here’s a quote from one of our practitioners:

“Dear Jane team- you guys rock my world. Keep on doing what you’re doing, because it’s marvelous, and right about now, *seemingly the only thing going right in healthcare!!!*
Sarah S, Owner/Physical Therapist, Portland, OR

MassageBook

5-tiered subscription pricing based on features.  Free option.  Does not charge a fee for extra staff.

Free Features include:   Business Website, Basic SOAP Notes, Online Booking, Client Management, Reviews Engine, Outcall Features, Card Payments, Mobile App, Friendly Support

Basic Features include:  Everything in Free plus: Email Reminders, Google Sync, Website Integration Tools, Facebook Integration, Facebook Share Generator, Client Photo Wizard, SEO Rank Booster.

Clinical includes:  Everything in Basic plus: Premium SOAP Notes, Digital Intake Forms, Insurance Billing Receipts

Marketing includes:  Everything in Basic plus: Unlimited Text Reminders, Unlimited Staff Text Alerts, Email Campaign Builder, Gift Certificates, Promotions, Autopilot Email Engine, SEO Rank Booster Pro, (Doesn’t include Clinical features).

MINDBODY

3-tiered pricing based on features.  Every level of MINDBODY software includes mobile apps for you and your clients, as well as scheduling, autopay billing, client management, access to business management courses and unlimited support.

MINDBODY offers advanced marketing tools, automations, and analytics including, 2-way Text Notifications and Reminders, Confirmations, reminders and notifications for bookings and cancellations, Email Campaign Builder and Templates, Automated Email and Text Campaigns, Set campaigns to automatically reach out to customers based on criteria you create, Customer Feedback, Ratings and Reviews and a Customer Referral Program.

Sagenda

What is a very USP (unique selling proposition) with Sagenda is that the Sagenda account is free with an unlimited number of bookings/patients.  A free account includes:

  • Easy customization as per your needs
  • User-friendly booking interface
  • Hassle-free website integration
  • Confirmation e-mails for that personal touch
  • CMS plugin for WordPress, Joomla, Drupal that you can use for free.

We also offer module add-ons that provide payment processing, text message reminders and customizable email reminders and notifications.

Setmore

Offers free and premium plans.

Free features include online booking of appointments and classes, email alerts to staff and reminders to clients and use of Setmore’s mobile app. Plus, dozens more.

The Premium plan includes everything in the free plan, plus text message reminders, 2-way calendar sync with Google, Outlook and Office 365, accept credit/debit payment through Stripe, online patient payments, recurring appointments, and allows more than 20 staff members.

SuperSaaS

A flexible, customizable and affordable healthcare online appointment booking management system.  SuperSaaS offers a free trial version (unlimited time).  When you’re fully satisfied after testing the system, you can begin your subscription starting at just $8/month. Cancel, upgrade or downgrade at any time.  You can benefit from some great features as listed below:

  • Online and in-office scheduling ability: Patients can easily access the system online on your website or your staff can make bookings on behalf of the patients.
  • Automated Reminders: Reduce no-shows with customized automated email/text reminders to your patients.
  • Accept payments: Eliminate payment hassles by accepting online payments directly into your account.
  • Create your own cancellation policy: Define the time limit up to when a patient can cancel their appointment and the system automatically takes care of each cancellation. A customized notification will be sent automatically.
  • Manage multiple schedules: Create an individual schedule for each provider that allows them to sync their personal Google calendar with their schedule and add their own availability in the system.
  • Connect calendars: If managing several providers, you can display a single calendar that offers multiple specialties for patients to choose from.

SuperSaaS is an easy to use system that provides access to all its exceptional features without charging a fortune.  We urge you to try out our free version.  We are confident you will see a reduction in workload and increase in income and productivity.

Timely

4-tiered subscription based on number of staff and features provided.

Features include online appointment calendars that provide multiple options for viewing, online booking, email and text message appointment reminders, point of sale payments, accounting and marketing options.

In addition, Timely tracks inventory, sends rating and review requests, provides integration with Facebook and Instagram, and creates client profiles and history.

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Our summaries are based on information obtained through correspondence with the software company or by researching their website.  This is intended as a starting place for determining what features your practice would benefit from.

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