Appointment recovery software for clinics
Turn missed calls and empty appointment slots into kept appointments
OptiMed finds the appointment opportunities your clinic is already losing, works them automatically inside rules you set once, and proves which recovered appointments were actually kept.
Month to month
14 days' notice, either side
Working in 14 days
or end it and keep the fee
No EHR integration
an export file, not an IT project
Personal data encrypted
never stored in the clear
Six sources of lost appointments, one queue
- Missed calls
- Cancellations
- No-shows
- Waitlists
- Recalls
- Failed requests
The problem, measured
Roughly one appointment in seven is never kept Not a vendor estimate. It is a figure from the published literature, with the citation attached.
6.9%
no-shows
Across 1,118,236 appointments at 15 family-medicine clinics, 2019–2023.
6.8%
late cancellations
In the same dataset. These are the slots that stay empty because nobody had time to refill them.
Lead time was the strongest predictor
The days between booking and the appointment mattered more than any patient characteristic. That is exactly the kind of operational signal a scheduling overlay can act on, and a clinical system cannot be expected to.
Source. Tuan, Yan, Abou Al Adat et al., “Predicting Missed Appointments in Primary Care: A Personalized Machine Learning Approach”, Annals of Family Medicine 23(4):294–301, 2025. Read the study. Your own rates will differ by specialty and population. Behavioural health runs far higher, procedural specialties lower.
And one we will not quote. You have probably read that 42% of calls to medical practices go unanswered. That figure traces back to a vendor's own analysis, not to published research, so it is not on this page. Put your real number into the calculator below instead. It is the only one that matters for your clinic.
How it works
Detect, decide, act, prove Four steps carry the whole workflow, and the last one is the one nobody else reports.
Platform
The work a front desk never gets to. Detected, ranked, acted on automatically, and proved at the end of the month
Nothing gets lost quietly Six sources of lost appointments land in one queue, already ranked: missed calls, cancellations, no-shows, waitlist gaps, overdue recalls and failed requests.
A next action, or an honest abstention OptiMed AI gives each opportunity a next best action, a permitted channel, and a contact window in the patient’s timezone, and says when it does not know.
It acts. It cannot act outside the rules Consent, opt-outs, quiet hours, frequency caps, and your global pause are enforced outside the model entirely, so nothing it sends can override them.
Booked, confirmed, and kept are three different things An estimate never quietly becomes a result. Verified value needs trusted evidence, and one kept appointment counts exactly once.
Where we differ
It sends. You set the rules once Autonomous outreach, with the limits compiled into the product rather than written into a prompt.
Seven workflows run without anybody starting them. A call goes unanswered and the follow-up goes out. A Thursday slot frees up and the waitlist hears about it while it is still worth hearing. A recall comes due and the patient is contacted. You set the timing once and stop thinking about it.
When a patient replies, it reads the reply, works out what was asked, and answers with real open times from your calendar, never a slot you cannot honour. On a scheduling question it is sure about, that answer goes straight out. Clinical questions, anything that reads as urgent, and anything it cannot classify confidently stop and wait for a person, because those are the ones where being wrong is expensive.
What makes that safe to leave running is not the model's judgement. Every vendor in this market calls its guardrails part of the AI: a prompt, a fine-tune, a set of instructions. Instructions are not enforcement. The four rules below are code on the path to the carrier, they execute before the model is consulted, and nothing it produces can argue with them.
STOP, START and HELP
Opt-out keywords are processed before any model or workflow runs, so an opt-out is recorded and enforced even when everything else is saturated.
Consent and suppression
Recorded per channel and per purpose. Appointment messaging and reactivation outreach are separate permissions, and the stricter one is not assumed.
Quiet hours and caps
Evaluated against the patient’s own timezone at the moment of sending, not when the message was queued. Nothing goes out at 9pm because a queue drained late.
Slot validity and state
A time that has already gone cannot be offered, and an appointment cannot skip a state. A confident model does not buy an exception.
Runs on its own
- Missed call
- After-hours call
- Cancellation
- No-show
- Reminder
- Waitlist offer
- Recall due
One switch stops all of it. Global pause takes effect immediately across every channel, every campaign and every queued send. If you would rather read each message before it goes, there is a setting for that too. It is the exception, not the default.
Estimate
What is leaking out of your schedule? Adjust the inputs to match your clinic. Every assumption is listed. This is a sizing tool, not a forecast.
Per month, across all locations
We default to 20%. Adjust it to whatever you think is defensible.
Estimated monthly opportunity
$35,100
195 visits that did not happen
At a 20% recovery rate
$7,020
≈ 39 visits per month
Assumptions
- • Every missed call, unfilled cancellation, and no-show is treated as one lost visit.
- • All lost visits are valued at the same average amount.
- • The recovery rate is an assumption you set, not a measured result from your clinic.
- • No allowance is made for patients who rebook on their own, or for capacity limits.
This is an estimate for sizing a conversation. It is not a forecast, a guarantee, or a claim about what OptiMed will recover for you.
If that figure looks roughly right, the next step is to check it against your actual call and appointment history rather than an estimate.
Pricing
Published, flat per clinic, and it starts at nothing Most vendors in this market will not show you a number until you have taken a sales call. Here is the whole list, including what the first five clinics pay, which for a month is nothing.
Founding clinics
The first five clinics get their first month free. Onboarding is waived as well, and the rate is held for twelve months.
Month one
Free. Nothing is invoiced.
Month two onward
$1,000, invoiced monthly in advance.
Leaving
14 days' written notice, any month, either side.
Per clinic, not per provider
Platforms in this market commonly price per provider, from a few hundred dollars each. A four-provider practice reaches this bill before anybody has sent a message. Adding providers here changes nothing.
Per clinic, not per seat
Cancellation-fill tools often bill per user, so putting the whole front desk on it costs every time. Every member of staff who should see the queue is included.
No implementation project to amortise
Per-provider platforms quote implementation on top, and data migration separately, sometimes in five figures. There is no migration here because nothing moves. You send an export.
Priced against the hire nobody made
This is not priced against a texting tool, and it does not do what one does. It is priced against the part-time person who would otherwise have to work the queue, at a fraction of that cost and on the days she is off.
What is not charged for
Staff accounts, support, the weekly revenue report, template changes, and the recovery audit itself. No per-seat fee, and no charge for adding someone at the front desk.
What is still a conversation
Above four locations, unusual volumes, and custom connectors are quoted, because pretending otherwise would mean publishing a number we would then have to walk back. Everything on this page is the standard offer.
See it on your own numbers
A short working session, not a slide deck. Tell us a little about the clinic and we will show the recovery flow end to end.
Fit
Nothing touches your EHR There is no integration to wait for, because the product does not need one to be useful.
What you send us
- An export from the system you already run: appointments, slots, call history.
- Optionally, a read-only calendar feed, so a time that is already taken is never offered.
- Optionally, unanswered calls forwarded to a number we provide.
What stays exactly where it is
- Your EHR remains the record. Nothing is migrated and nothing is written back.
- Your phone number. Patients see the clinic, never a vendor.
- Your number on the patient’s phone. They see the clinic, never a vendor.
What you do not need
- An integration, a connector fee, or an API key.
- Sign-off from your EHR vendor, or a slot in their roadmap.
- An IT project, a data migration, or a six-week implementation.
Epic, athenahealth, eClinicalWorks, NextGen, Greenway, ModMed, Dentrix, Open Dental, something built in-house. The starting point is the same export either way. To be precise about it: we are not claiming an integration with any of those. We are saying you do not need one to see your own recovery numbers in the first session. Deeper connectors are built per system as clinics ask for them; tell us which you run and you will get a straight answer about where that one stands.
The arithmetic
One recovered visit a week pays for the whole thing. Everything past the first one a week is margin
This is the number worth checking first, and it runs the opposite way to a vendor ROI calculator. Instead of estimating what we might win you, it asks how little has to work before the subscription has paid for itself, using the one figure you already know to the dollar.
Against the Founding Pilot fee of $1,000 a month. Onboarding is waived for founding clinics, so there is nothing to amortise on top.
Collected revenue for a typical visit, not the billed amount.
Covers the subscription
4
recovered visits a month
about one a week
Breakeven only. It is not a projection, a forecast, or a claim about what OptiMed will recover for you. We have no customer results to quote yet, and we would rather say that than borrow somebody else's.
Getting started
Live in two weeks, or you stop paying Here is what the fortnight actually contains.
Day 0
Your administrator account is created
That date is the Start Date in the agreement, and every milestone below is measured from it.
Day 1–2
One export, your own numbers
The first useful view comes from a single export file. You see your own detected opportunities in the first session, not after an implementation.
Day 3–7
Templates, quiet hours, caps
Your message wording gets approved, your contact windows and frequency caps get set, and the people who will work the queue get access.
By day 14
Go-live: the first recovery message sends itself
Sent by OptiMed from your own number, with every safety check run before it leaves. That milestone is what the agreement commits us to.
And if we miss it
If you are not at that go-live milestone within 30 days of the Start Date for reasons on our side, you may end the agreement immediately and we refund the fee paid for the current month. The pilot is month to month throughout, with 14 days' written notice either way, and the founding rate is fixed for twelve months while it stays in effect. Those are clauses, not a sales position. Ask for the agreement before the demo if you would rather read them first.
Security & trust
Built for regulated workflows, described honestly
We will not tell you we are certified, because certification is not a thing a vendor can claim on your behalf. Here is what is actually true.
Designed for HIPAA-regulated workflows
Data minimisation by design. No diagnoses, medications, clinical notes, lab results, or insurance details are stored.
Encrypted in transit and at rest
Contact details are encrypted per field. Message content is never written to logs.
Authenticator-app MFA on sign-in
Sign-in takes a code from an authenticator app. Enrolment and verification are built; step-up re-authentication for high-risk actions is not yet.
Tenant isolation, tested
Every clinic is isolated at the database level, and cross-tenant access tests run on every build.
Every action audited
Mutations are recorded in an append-only trail the application itself cannot edit or delete.
Staged activation
Live patient messaging stays disabled until agreements, provider approvals, and per-clinic activation checks are complete.
On the BAA, straight: there is no countersigned business associate agreement to offer yet, which is why the pilot is built not to need one. You identify patients by your own reference codes, and the software rejects a file containing names, dates of birth or insurance details and tells you which column it refused. A BAA is signed before the service ever holds a patient identifier. We do not claim HIPAA certification, guaranteed compliance, or zero breach risk. No software can deliver those, and any vendor who says otherwise is worth a second look.
Questions
The questions clinics ask first Answered here rather than on a call, including the ones with awkward answers.
What does OptiMed actually do?
It finds the appointment opportunities your clinic is already losing — missed calls, cancellations, no-shows, waitlist gaps, and overdue recalls — puts them in one ranked queue, tells staff the next best action for each, and then proves which recovered appointments were actually kept.
It sits alongside your EHR and phone system as an overlay. Nothing gets migrated and your EHR stays the record.
See the four screensIs it HIPAA compliant?
Straight answer: HIPAA has no certification, so nobody can honestly claim to be "HIPAA certified" — treat any vendor who says they are with caution.
What is true today: OptiMed is designed for HIPAA-regulated workflows. Every clinic is isolated at four independent layers with automated tests on every commit, and all mutations append to an audit log the application cannot edit or delete.
How much we hold about a patient is your choice, and it is enforced by the importer rather than promised. Most clinics start on reference codes only, where we hold no patient name, number, email, date of birth or address at all — you send your own code and resolve it in your own system. A second mode adds a mobile number that is hashed on arrival and never readable. The third stores names and a mobile, encrypted per field, and we enable that one only for a clinic that has signed a BAA with us.
What is not in place yet: we are pre-launch and do not have a countersigned BAA, so pilots run on synthetic data only — the software refuses to message a real destination unless the clinic is explicitly activated. The first two modes are what a pilot runs on; if you need the third, say so on the demo form and we will tell you exactly where the BAA stands rather than guessing.
What we will not claim: guaranteed compliance, zero breach risk, or a certification that does not exist.
Read the security sectionDoes it integrate with my EHR?
You do not need an integration to start, which is the point — most clinics are live on a CSV export from their existing system (appointments, patients, call history). It takes a few minutes and no IT project.
Deeper connectors are added per system. Tell us which EHR you are on and we will tell you exactly where that one stands.
Tell us your EHRHow long does setup take?
The first useful view comes from a single CSV export, so you can see your own recovery numbers in the first session rather than after a six-week implementation.
Going live with patient messaging takes longer, and deliberately so: a phone number has to be verified with the carriers, message templates need approval, and staff need to agree on quiet hours and caps before anything sends.
Book a walkthroughHow much does it cost?
The first five clinics pay nothing for their first month, and onboarding is waived — it is capped at five because each one gets a revenue report written for their clinic every week, and that is as many as we can do properly.
After that, published on this page, which is unusual in this market: $1,000 a month for one location on the Founding Pilot, $1,500 for up to two, $2,000 for up to four. One flat fee per clinic — not per seat and not per provider — so adding front-desk staff or clinicians does not change the bill.
Before any of that there is a free recovery audit: you send one export, we show you what we detected in your own data. No card and no contract.
See the price listDoes it message patients on its own?
Yes, and that is the point. Seven workflows run without anybody starting them — missed call, after-hours call, cancellation, no-show, reminder, waitlist offer, recall. When a patient replies, it works out what was asked and answers, offering real open times from your calendar.
What makes that safe is where the limits live. Consent, opt-outs, quiet hours, frequency caps, slot validity and your global pause are code on the path to the carrier, not instructions given to a model — they run before it is consulted and nothing it produces can override them. Clinical questions, anything urgent-sounding, and anything it cannot classify confidently stop and wait for a person.
If you would rather read everything before it goes out, that setting exists. It is the exception, not the default.
See what runs on its ownHow are opt-outs and consent handled?
STOP, START, and HELP are handled deterministically, before anything else runs — an opt-out is recorded and enforced even if every other part of the system is busy.
Consent is recorded per channel and per purpose, and appointment messaging is treated as a separate purpose from reactivation outreach, which requires stricter permission. Quiet hours and frequency caps are checked for each patient at the moment of sending, not when the message was queued.
Read the privacy policyDo you record or transcribe our calls?
No. Calls are not recorded or transcribed. Only the outcome is stored — time, duration, whether it was answered, and which patient it matched to.
That is a deliberate scope decision: recording carries its own legal, consent, and retention obligations, and the product does not need it to route a missed call to the right patient.
Is this a fit for a clinic our size?
It works for smaller practices, but the economics are most defensible when a clinic runs 500+ appointments a month, has real missed-call or cancellation volume, and has somebody responsible for scheduling operations.
If you are below that, say so on the demo form and we will tell you honestly whether it is worth your time yet.
Check with your numbersHow do you prove it actually worked?
Booked, confirmed, and kept are tracked as three different things and never added together. An estimate does not quietly become a result.
A recovered appointment only counts as verified value once there is trusted evidence it was kept — from your own records or a staff confirmation — and each kept appointment contributes exactly once. Every figure drills through to the rows behind it.
See the reportingAm I locked into a contract?
No. The Founding Pilot is month to month, and either side can end it with 14 days’ written notice. The founding rate is fixed for twelve months while it stays in effect, onboarding is waived, and for the first five clinics the first month is free — billing starts in month two.
There is also a go-live commitment with a consequence attached: if your first recovery message is not out within 30 days of your start date for reasons on our side, you can end the agreement immediately and we refund the month you paid for. Ask for the agreement before the demo if you would rather read the clauses first.
See what the first two weeks containCan I see a demo?
Yes — a walkthrough runs about 20 minutes and uses your numbers rather than a canned deck.
Leave your details on the form and we will come back to you with a time.
Request a demoStill here?
Then you have read the whole thing, which is more than most. Tell us about the clinic and we will show the recovery flow on your own numbers.