Late Cancellations Cost You More Than One Visit.
When a family cancels too late, you don't just lose that session. You lose the hour around it with a gap you can't fill and time you don't get back.
For therapists, this means sitting in a coffee shop or library between visits, waiting out an empty slot you never planned to have.
For agencies, it means fewer completed visits, lower weekly reimbursement, and capacity you couldn't use.
Automated confirmations prevent many forgotten visits, and when a cancellation does happen, they give you advance clarity so you can adjust schedules before the day starts.
The Real Cost of Late Cancellations
Late cancellations don't just remove revenue, they create unfillable gaps. Those gaps compound quickly.
That's not theoretical.
That's a part-time admin role.
That's upgraded software, equipment, or clinician raises.
That's dozens of hours each year where a clinician is counting on treating and being paid, instead spent waiting.
Late notice turns productive schedules into stranded time.
Advance Clarity Changes the Outcome
You can't eliminate every cancellation. But you can change when you find out.
When confirmations go out 24 hours ahead, you get time to:
- •Offer a makeup visit
- •Move another patient into that slot
- •Adjust the route so the gap disappears
- •Or make a conscious decision before the day starts
Knowing early vs. mid-route is the difference between a lost hour and a productive one.
I used to call every family the night before. It took 45 minutes every evening, and half the time they didn't answer. I'd still show up and find out they forgot—after I was already on the road. Now the app sends a text, they reply 'Y,' and I know I'm good. If they don't reply, I see it in the morning before I leave. It's already saved me multiple wasted trips.
RRachelEarly Intervention OT · Founding user
Confirmation System That Runs Itself
No more manual calls or tracking confirmations in your head
Automated 48-Hour & 24-Hour Confirmations
Confirmation texts sent automatically two days before a session with follow-up a day later. Set it once, never think about it again.
One-Tap "Y" Confirmations
Families reply "Y" and the appointment is instantly marked confirmed. No manual updates needed.
Visual Confirmation Status
See confirmed, unconfirmed, and manually verified visits at a glance—no guessing, no mental tracking.
Morning-Of Early Warning System
Unconfirmed appointments are clearly flagged before you leave the house.
Manual Override Option
Got a verbal confirmation? Mark it manually. You're still in control.
Fewer Stranded Hours
Catch late cancellations early enough to reroute, reschedule, or avoid an empty gap in the middle of your day.
Set It Once, It Runs Forever
No daily management. No manual texting. Just automatic confirmations.
Enable Confirmations Per Patient
When creating a patient or series, check "Send appointment confirmations." That's it. The system takes it from there.
Reminders Go Out Automatically
In the days before each visit, families receive 2 confirmation texts. Replies update your calendar in real time.
Check Before You Leave
The night before or morning before you leave, glance at your weekly view. Adjust routes or schedules before the day starts.
App Screenshot Placeholder
Weekly calendar view showing confirmation status icons and unconfirmed appointment warnings
Why Manual Confirmations Don't Scale
Manual confirmations vs. Schedule Companion
Manual Confirmations
Schedule Companion
Time Spent
30-60min nightly
Set once, runs automatically
Missed Calls
Families don't answer, uncertainty remains
Text twice, follow-up with a personal touch as needed
Tracking
Remember who confirmed in your head
Visual status on every appointment
Consistency
Easy to forget someone on busy nights
Every appointment, every time
Timing
Mid-route or when you arrive
Know before you leave the house
Frequently Asked Questions
What if a family doesn't have texting or prefers phone calls?
You can turn off automated confirmations for specific patients. For those families, you can still call manually and use the manual override to mark them as confirmed in the system. The visual status tracking still works—you just handle that one family differently.
Do families have to reply "Y" exactly, or can they say other things?
The system looks for "Y" to auto-confirm. If they reply "Yes" or "We'll be there," the message is logged the system will follow-up that "Y" is needed for auto-confirmation.
What happens if they cancel via text?
The appointment will be marked cancelled in your calendar. If they cancelled by mistake, or follow-up you directly with a reschedule, you can always confirm the appointment yourself. The confirmation system gives you early warning, but you still control what happens next.
Can I customize the confirmation message?
No, the FCC's Telephone Consumer Protection Act puts strict limits on automated SMS. To ensure compliance and deliverability, Schedule Companion uses a standardized template across all users with small customization like Provider Name and Company Name so that patients can identify the sender.
Does this work with my existing EMR or billing system?
Schedule Companion doesn't replace your EMR. It's a lightweight scheduling and logistics tool that runs alongside it. The confirmation system helps you avoid no-shows before they happen—you still document visits and bill through your existing systems.