Scheduling
Rosters, leave and a calendar that can't double-book.
Clinic type: physio
Six sessions, zero phone tag
Physio runs on courses of treatment, therapists on split shifts, and evening slots everyone wants. Mediora keeps each therapist's real roster, offers the gaps on WhatsApp, and reminds people so the 6pm slot isn't wasted.
Patient
Any evening slots for my knee?
WhatsApp, 9:31 PMAssistant
Yes: Wednesday at 6:00 or Friday at 6:45, both 45-minute follow-ups with Sam. Which one works?
Rosters that match reality
Phone and diary
- A therapist works 8 to 12 and 4 to 8; the diary forgets
- Evening slots are given away twice
- No-shows leave a gap nobody notices until it's gone
- Patients text to move sessions, and wait for an answer
With Mediora
- Split shifts are part of each therapist's weekly roster
- The database refuses to double-book a therapist
- No-show is its own status, and it frees the slot
- Patients ask on WhatsApp; the assistant offers real gaps
Rosters
Split shifts, leave, the lot
Each clinician has a weekly roster with as many blocks per day as they really work. Leave is entered as dated periods, and Mediora refuses leave that would overlap existing bookings, naming the clashes so nobody is double-booked by surprise.
When a day shows no slots, Mediora says why: clinic closed, therapist not working, on leave, fully booked, or the remaining slots are already in the past.
- Included: Availability is the clinic's hours, intersected with the roster, minus leave and bookings
- Included: Public holidays are entered as leave for each clinician
- Included: Back-to-back sessions are allowed; overlaps are not
Calendar
Tue, Nov 12 · Austin, TX time
Today All doctors Book
A course of six, booked properly
There's no recurring-appointment feature. Each session is its own booking, and that keeps every one of them honest.
Session 1
Initial assessment
Booked by your front desk, or on WhatsApp by the assistant from the therapist's free slots.
Sessions 2–6
Book as you go
Book the next session before the patient leaves, or let them ask on WhatsApp when they know their week.
Each session
Reminder goes out
A WhatsApp reminder before each visit, at a lead time you choose (15 minutes to 14 days; 24 hours by default).
When plans change
Reschedule, linked
A reschedule cancels and rebooks in one step, and keeps the link to the original time.
Example physio services
Examples only. Durations drive which gaps can be offered; prices are yours to set.
| Service (example) | Duration | Notes |
|---|---|---|
| Initial assessment | 60 min | Needs a full hour free in one block |
| Follow-up session | 45 min | The one most patients rebook |
| Sports massage | 30 min | Fits the gaps around longer sessions |
| Dry needling | 30 min | Offered only by the therapists who do it, if you say so |
| Discharge review | 30 min | The last session of a course |
The numbers behind the diary
- Slot grid
- 15M
- Slots start on a 15-minute grid; the length comes from the service.
- Search window
- 31D
- Availability can be checked up to 31 days at a time.
- Lead time
- 24H
- Default reminder lead time. Set anything from 15 minutes to 14 days.
What it doesn't do yet
We'd rather tell you now than have you find out in week two.
Questions, answered
Which plan includes the assistant?
The WhatsApp assistant is part of the Professional and Enterprise plans. The Free and Starter plans include the inbox, calendar, patients and reminders, and your team answers WhatsApp themselves.
Can we run Pilates or group classes?
Not yet. Mediora books one patient per clinician per slot, and the database blocks overlaps. Group classes need a different model, and we haven't built it.
Can the assistant move a patient's session?
It can book new sessions, and if you switch cancellations on it can cancel a patient's own booking. A full reschedule, which keeps the link to the old time, is done by your front desk.
What does a no-show do?
Marking a no-show records it on the appointment and frees the slot. It shows on the patient's history, so your team can see patterns.
Can a therapist manage their own leave?
Not yet. The clinic owner records rosters and leave; therapists see theirs read-only.
Do we keep our WhatsApp number?
Mediora connects to a WhatsApp Business account on Meta's Cloud API, and the number you connect is the one patients message. Whether your current number can move across depends on how it's registered today, so we check it with you during setup before anything changes.
The features behind it
Reminders
Confirmations and reminders on WhatsApp.
AI receptionist
Answers WhatsApp from your prices and policies.
Patients
One record per phone number, found in any format.
Other clinic types
Continue?
Set up your clinic in an afternoon. The free plan needs no card and no sales call.
Or book a demo