A single booking triggers the whole visit chain: payment link, video room, calendar invites for both sides, a reminder sequence, and the post-session receipt and record entry — leaving therapists roughly ninety seconds of actual admin around every telehealth session.
Typical results
9 hrs/wk
Admin time saved
-46%
No-show rate
100%
Sessions prepaid
Figures reflect typical results for this kind of automation.
The challenge
Every telehealth session dragged a tail of manual work: sending a payment request, creating a video link, emailing invites, remembering reminders, issuing a receipt, and updating the client record. Twelve minutes per visit across a busy practice meant hours of unpaid admin weekly — and forgotten links or unpaid sessions whenever things got hectic.
Before and after
Admin time per visit
−88%No-show rate
−46%Weekly admin hours
−82%The automation
We wired the booking system into a Make scenario that runs the entire visit chain. On booking, the client gets a payment link, and the slot is confirmed only when payment clears. The scenario then creates the video room, sends calendar invites to therapist and client, and schedules WhatsApp reminders at 24 hours and one hour with the join link. After the session, it issues the receipt and writes the visit into the practice record.
How it works
- 01
Booking lands
A client picks a slot on the website and the Make scenario takes over.
- 02
Payment secured
A payment link goes out immediately; the slot is confirmed only when payment clears.
- 03
Room & invites
The video room is created and calendar invites reach therapist and client automatically.
- 04
Reminders sent
WhatsApp reminders with the join link arrive 24 hours and one hour before the session.
- 05
Wrap-up handled
After the session, the receipt is issued and the visit is written into the practice record.
Starts from
- Online booking
- Client records
Delivers
- Payment & receipt
- Video room & invites
- Reminder sequence
The impact
Admin around each visit shrank from twelve minutes to about ninety seconds, saving the practice nine hours a week. Every session is now paid before it starts, no-shows fell from 13% to 7% thanks to consistent reminders, and therapists finish their day when the last session ends — not an hour later.
Questions about this automation
What happens if a client doesn't pay the booking link?
The slot is held for a set time while the payment link is open. If payment clears, the booking is confirmed and the video room and invites are created. If it doesn't, the client gets a reminder, and an unpaid slot is released back to the calendar so another client can book it.
Which tools does the visit chain connect?
It links the online booking system, a payment provider, a video platform such as Zoom, the therapists' calendars, WhatsApp for reminders and the practice record. The flow runs in Make, so the practice can keep the tools it already uses. Each step passes data to the next, so nothing is typed twice.
How are reschedules and cancellations handled?
A change in the booking system updates the calendar invites and moves or cancels the pending WhatsApp reminders, so the client never gets a join link for an old time. The practice's cancellation policy decides whether a refund, credit or fee applies, and the practice record shows the final status of each session.