Patient self-scheduling
Request, reschedule and cancel in the portal, inside your rules.
Front office
Automatically keep your clinic schedule full.
One schedule for every provider, room and location in your physical therapy practice: patients book themselves, cancellations refill from the waitlist, and insurance is verified before the visit.
Multi-location included, no per-location fee
How a cancellation refills
A 2:40 opens up. Nobody has to make a single call.
- The slot opensA patient cancels from the portal, or the front desk releases the visit. Orion sees the gap immediately.
- Orion matches the waitlistWaiting patients are matched on provider, location, visit type and the time windows they said they could take.
- Offers go out at onceEvery match is offered the slot by text and email, with a link that books it.
- First to accept is bookedThe visit is confirmed, the others are released, and eligibility runs against the new patient.
What it means for your team
A full schedule reads differently from each chair.
The same schedule has to work for the person treating, the person billing, the person answering the phone and the person watching utilization.
Clinician
A day you can actually work, with time left to finish the notes.
- A realistic view of the dayYour schedule reflects real visit lengths, rooms and equipment, not optimistic guesses.
- Steady flow, no overlapsDouble-booking is blocked at the source, so two patients never arrive for the same slot.
- Documentation time built inBuffers are part of the template, and Aurora drafts the note while you treat.
Delivered byRecurring plan visitsProvider & room rulesAurora AI documentation
What does the work
The parts that keep the schedule full.
Every one of these is in both plans. Nothing here is a scheduling add-on.
Waitlist
Waiting patients held with provider, visit type and time windows.
Front office
Automated offers
Openings offered to every match; first to accept books it.
Owner
Reminders & confirmations
Text and email on your cadence; a reply confirms or cancels.
Front office
Eligibility every visit
Coverage re-checked before each appointment, not just at intake.
Billing
Recurring plan visits
Book the whole plan of care at once; adjust the series in one place.
Clinician
Group sessions
One session, tracked per participant, documented per patient.
Clinician
No-shows by rule
Grace period, automatic marking, configurable no-show fee.
Billing
Utilization reporting
Utilization, no-show and cancellation trends, with callouts.
Owner
One schedule, all sites
Every provider, room and location on one screen. No per-site fee.
Everyone
Flagship · Aurora AI
A full schedule shouldn't mean a night of charting.
When the visit starts, Aurora is already there. Tap once, treat your patient, and the PT-specific note is ready to sign in under two minutes, so the busiest day on the calendar still ends on time.
Included in both plansNot a per-therapist add-on
See how Aurora works → What a full day looks like
Notes drafted while you treatAmbient
Documentation buffer held on the scheduleBy template
Eligibility run before each visitAutomatic
Cancellations refilled from the waitlistAutomatic
Questions, answered
Scheduling FAQ
What makes PT scheduling software different from a general calendar?
A therapy clinic runs on multiple providers, multiple locations, recurring plan-of-care visits, and insurance that has to be verified before care. Orion books the whole plan at once, shows every provider and site on one schedule, verifies eligibility before each visit, and refills cancellations from a waitlist automatically. A general calendar does none of that.
Can patients book and reschedule themselves?
Yes, from the patient portal: request, reschedule or cancel. You define the rules: which visit types are self-bookable, how much notice is required, which providers accept new patients and how far ahead the calendar opens. Everything a patient does lands on the same schedule your front desk is looking at.
How does the waitlist actually fill a cancellation?
Each waitlisted patient is stored with their criteria: provider, location, visit type and the time windows they can make. When a slot opens, Orion matches it against the list and sends every match an offer by text and email with a booking link. The first to accept takes the slot, the rest are released, and eligibility runs against the new appointment. No one has to work a call list.
Is eligibility checked for every visit or just the first?
Every visit. Coverage changes mid-plan more often than clinics expect: a plan year rolls over, a benefit is exhausted, a policy terminates. Orion re-checks before each appointment so the problem shows up while it's still a scheduling conversation, not a denial two months later.
Can we charge no-show fees?
Yes. Set a grace period and a fee amount, and Orion marks the no-show and applies the fee automatically once the grace period passes. Because it's rule-driven, the policy is applied the same way for every patient, and it shows up in your no-show reporting.
Is multi-location scheduling included?
Yes, in the base price with no per-location fee. Every clinic shares one schedule and one patient record, so opening your next location doesn't mean opening a new contract.
Do you support group sessions and classes?
Yes. Schedule the session once with its capacity, add participants, and document for each patient individually. Attendance and no-shows are tracked per participant, so a class behaves like a class rather than a stack of duplicated appointments.
Book a live demo
See it running on a real PT workflow.
Your own scenario, live: a cancellation, a waitlist offer, an eligibility check and a note signed before the patient leaves.
- Bring your own schedule template and we'll build it on the call
- Scheduling, portal, waitlist and eligibility in both plans
- Runs alongside your current EHR until you switch