Most patients don't rebook because they forget — not because they don't want to. Our Rebooking Engine sends perfectly timed follow-ups after every appointment, prompts patients to return at exactly the right moment, and keeps your calendar filling automatically.
Patient retention is the most profitable part of running a clinic — and the most neglected.
A patient leaves feeling great and fully intends to rebook. Three weeks later, they haven't — not because the experience was bad, but because they got busy and forgot.
Marketing to new patients costs significantly more than retaining existing ones. Yet most clinics focus entirely on acquisition and barely invest in retention.
Without automation, your team has no way to know which patients are overdue for a follow-up, which treatment intervals are approaching, or who's at risk of churning.
"Hope you're well, don't forget to book" doesn't work. Patients respond to relevant, personalised messages — timed around their actual treatment cycle.
Every touchpoint is timed to the individual patient's treatment cycle — not sent on a generic schedule.
24–48 hours after every appointment, a personalised check-in message is sent — asking how the patient is feeling and building rapport between visits.
For each treatment type, we set the right rebooking window. A physio patient gets a prompt at 4 weeks; an aesthetics patient at 12 weeks — automatically.
At exactly the right moment, the patient receives a warm, relevant prompt to book their next appointment — with a direct link to your booking page.
Monthly reports track your retention rate, average patient visit frequency, rebookings generated, and estimated lifetime value per patient.
A fully automated patient retention system — built, managed, and optimised by us.
A personalised message 24–48 hours after every visit asking how the patient feels. This builds loyalty, surfaces any concerns early, and keeps the conversation open.
We configure the optimal rebooking window for each of your treatment types. Prompts fire automatically when the patient is most likely to need their next appointment.
Every message references the patient's name, treatment type, and last visit — so it reads as genuinely personal, not automated. Personalisation drives significantly higher response rates.
We use the channel that works best for each patient — SMS for immediacy and high open rates, email for longer content. Both are managed automatically.
Optional post-visit satisfaction surveys capture how patients feel. Positive feedback is channelled into review requests; any concerns are flagged to your team immediately.
A clear monthly breakdown of your retention rate, average visits per patient, rebookings triggered vs. converted, and estimated revenue from repeat patients.
"We always knew retention was important but never had a system. After 60 days with the rebooking engine, patients were returning more frequently and our average monthly revenue per patient went up noticeably. The post-appointment messages alone have generated more 5-star reviews than anything we'd tried before."
During setup, we configure a rebooking window for each of your treatment types based on clinical best practice and your own preferences. When a patient's appointment is recorded, the system automatically schedules a rebooking prompt for the right point in their care cycle — no manual input needed.
The messages are written to feel warm and personal — referencing the patient's name, their specific treatment, and their last visit. In our experience, the vast majority of patients engage with them as they would a personal message from the clinic team. The focus is always on making the patient feel valued, not on disguising the automation.
Yes — and this is exactly how the system is built. A post-physio follow-up is entirely different from a post-Botox check-in. We write distinct sequences for each treatment type you offer, and you approve everything before it goes live. Ongoing refinements are included in the service.
Replies are routed directly to your team with the patient's full history visible. The automated sequence pauses immediately so the patient receives a human response. Most replies are positive — patients saying thank you, asking a question, or booking directly. We help you set up a simple inbox workflow to handle these efficiently.
We support integration with most common clinic booking and practice management systems. Where a direct integration isn't possible, we establish a lightweight sync process that keeps the system up to date without requiring significant manual effort from your team.
Database Reactivation targets patients who have already lapsed — people who haven't been seen in 6–24 months. The Rebooking Engine works on active patients in real time, prompting them to return at the right point in their care cycle. Many clinics use both: Reactivation to recover the lost patients, and the Rebooking Engine to make sure no new patient goes quiet.
Tell us about your clinic and we'll show you how much revenue you're currently leaving on the table from patients who don't rebook.
Free patient retention audit for all new clients
Live and running within 14 days
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No long-term contracts — cancel anytime
The maths are simple. Keeping existing patients is the fastest path to a more profitable clinic. Let's build the system that makes it happen.