1 in 23
GP appointments missed in England
Patients did not attend 16 million GP-practice appointments in 2025, about 1 in 23 of those booked. Many were never confirmed, and rearranging meant a phone call.
Patient scheduling software
Patient scheduling software that fills the diary and keeps it accurate
Patient scheduling software lets patients book, confirm, cancel and rebook online while your team runs clinician, room and equipment schedules from one calendar. Capra adds booking rules and deposits, reminders on SMS, WhatsApp and email, two-way sync with Google Calendar and Outlook, and connects to the EHR or practice management system you already use.
- 30-minute walkthrough
- No obligation
- Nothing to install
The problem
Phone-only booking is where the schedule starts to leak
Every booking that has to wait for office hours, every reschedule that needs a call and every room that is not on the calendar turns into a gap, a double booking or a no-show (DNA) that nobody saw coming.
Patients who can't self-schedule
The enquiry that arrives at 9pm books with whoever answers first. When booking means phoning in working hours, that patient is somebody else's, and the one who needs to move a slot just doesn't turn up.
Double-booked rooms and machines
When rooms, lasers and treatment couches live in someone's head rather than on the calendar, two clinicians arrive for the same room and one patient waits in reception.
What the patient sees
Self-scheduling from one secure link
Tap through the portal as a patient would: upcoming appointments, confirm and reschedule in one tap, forms before the visit and messages to the team, with no app and no password.
See, confirm and reschedule appointments
Patients see what's coming up, confirm with a tap, pick a new time when they need to, and join video visits from the same screen.
- Upcoming and past appointments in one list
- Confirm or reschedule without calling the front desk
- Join video visits straight from the browser
Read letters the moment they're shared
Clinical and appointment letters are published to the portal from the record, so patients have a permanent, private copy and nothing waits for the post.
- Clinic, appointment and referral letters
- Shared from the record, originals kept on file
- Available on any device, any time
Complete forms before the visit
Intake, screening and consent forms assigned to the patient are completed ahead of time, and every answer lands on the record.
- Forms assigned to patient groups
- Answers saved straight to the record
- Visits that start on time, with the paperwork done
Message the care team securely
Two-way chat keeps questions in one private thread that the whole team can see, with read receipts and the history attached to the record.
- Real-time messaging between patients and staff
- Every message threads back to the record
- No app to install, nothing to download
How it works
Online booking in three steps
Most clinics set up their calendar, connect their channels and open online booking within a few days.
Set up clinicians, rooms and appointment types
Durations, buffers, lead times and deposits per appointment type; clinicians, rooms and equipment as bookable resources; one or many locations.
Connect your calendars and your website
Two-way sync with Google Calendar and Microsoft Outlook, a booking page or an embed on your own site, and reminders on SMS, WhatsApp and email.
Open online booking with the rules you set
New-patient and existing-patient rules, cancellation windows and waitlists go live, and every booking lands on the patient record.
Patient scheduling, in detail
Everything between the enquiry and the appointment
Booking, rebooking, resources, rules and sync that share one calendar and one patient record.
Online booking without forcing an account
Patients pick a slot from your website, a booking link or a WhatsApp message and confirm with their name, phone and email. Capra matches the booking to an existing record, so there are no duplicate patients and nobody has to create a login before they can be seen.
- Booking page and website embed, no patient account required
- Matched to the existing record to avoid duplicates
- Staff-side booking for patients who prefer to call
Self-serve cancel and rebook, from the reminder or the portal
A reminder carries confirm and reschedule options; the portal shows every upcoming appointment with the same choices. A patient who cannot make it tells you with one tap, within the cancellation window you set, and the freed slot goes to the waitlist.
- One-tap confirm, cancel and reschedule
- Cancellation windows and late-cancellation rules per appointment type
- Waitlist offers for freed slots
A clinic diary for clinicians, rooms and equipment
Each clinician's availability, each room and each piece of equipment is a resource on the calendar, so a booking that needs a clinician, a room and a laser checks all three. Per-practitioner lead-in times, buffers and settings that keep sessions back to back stop the day fragmenting.
- Clinician, room and equipment as bookable resources
- Buffers, lead-in times and gap-filling rules per practitioner
- Day, week and multi-location views
Deposits, booking rules and waitlists
Take a deposit or card on file at booking for the appointment types that need it, require confirmation for long-lead bookings, and keep a waitlist that fills cancellations automatically. The rules differ per appointment type and per location, and every patient sees them before they book.
- Deposit and card-on-file rules per appointment type
- Different rules for new and existing patients
- Waitlist that offers freed slots in order
Two-way sync with Google Calendar, Outlook and your EHR
Keep Google Calendar or Microsoft Outlook as a view your clinicians already use: changes flow both ways, with per-user privacy controls. The schedule in the EHR or practice management system you already run is connected during onboarding, so a slot moved in one place moves everywhere.
- Two-way Google Calendar and Microsoft Outlook sync
- EHR and practice management schedules connected during onboarding
- Utilization, gaps and no-show (DNA) reporting per clinician and location
Configured for you
Scheduling set up the way your clinic runs
Capra is role-based and configurable; your onboarding lead sets these up with you before go-live.
Roles
- Reception books, moves and cancels across the clinic
- Clinicians see and manage their own diary
- Managers see utilization across every location
Appointment types
- Durations, buffers and lead times per type
- Deposits and confirmation rules per type
- In-person, video and group sessions on one calendar
Booking rules
- New-patient and existing-patient rules
- Per-practitioner lead-in times and gap filling
- Cancellation windows and waitlist behavior
Reporting
- Utilization and gaps per clinician and room
- No-show (DNA) and rebooking rates
- Online versus phone bookings over time
Connects to
The calendars and systems your schedule already lives in
Calendars sync today; record and practice management systems are connected during onboarding.
- Google Calendar
- Microsoft Outlook
- Your EHR or practice management system
- Physitrack
- Healthcode
- Your website
Security & reliability
Built for healthcare, trusted with patient data
Defence in depth, from the first message to the last record. This is how we operate, not a badge.
Encrypted in transit and at rest
Connections use current TLS with HSTS, and stored data is encrypted with keys managed by our cloud provider.
Least-privilege, role-based access
Permissions come from defined roles, privileged access needs multi-factor authentication, and rights are reviewed regularly.
Monitored and logged
Security-relevant events are recorded, retained and reviewed so unusual activity can be investigated quickly.
Backed up and resilient
Critical data is backed up regularly and protected like production, with processes to restore service after a disruption.
Hosted where you need it
UK clinics are hosted in the UK by default; deployment in other regions, including the UAE, is available on request with the same protections.
Connected to your systems
Capra connects to the record, calendar, accounting, messaging and claims systems you already run; integrations are built with you during onboarding.
Works with the tools you already use, with human support in UK and UAE hours
- Google Calendar
- Microsoft Outlook & Teams
- SMS (Twilio)
- WhatsApp Business
- Email (DKIM verified)
FAQ
Questions, answered
What is patient scheduling software?
Patient scheduling software runs a clinic's calendar: online booking, confirmations, cancellations and rebooking by patients, plus clinician, room and equipment schedules for the team. Capra combines it with reminders, a patient portal, the patient record and two-way calendar sync, so a booking, a reminder and a note all reflect one schedule.
Can patients book without creating an account?
Yes. Patients book from your website, a link or a WhatsApp message with their name and contact details, and Capra matches them to their existing record. No login is created unless the patient later wants the portal, which also opens from a secure link rather than a password.
Can patients cancel or reschedule themselves?
Yes. Reminders carry confirm and reschedule options and the portal lists every upcoming appointment with the same choices, within the cancellation window you set. A freed slot is offered to the waitlist automatically, so a late change becomes a filled appointment rather than an empty one.
Can we schedule rooms and equipment as well as clinicians?
Yes. Rooms, treatment couches, lasers and other equipment are resources on the calendar. A booking that needs a clinician, a room and a machine checks the availability of all three, which is what stops double-booked rooms in aesthetics and physiotherapy clinics.
Does it sync with Google Calendar and Outlook?
Yes, two-way. An appointment made or moved in Capra appears in Google Calendar or Microsoft Outlook, and a change made there flows back, with per-user privacy controls so clinicians decide what their colleagues see.
Can we take a deposit at booking?
Yes. Deposit and card-on-file rules are set per appointment type, so a consultation can be free to book while a treatment requires a deposit. Patients see the rule before they confirm, and late cancellations and no-shows (DNAs) are handled according to the policy you configure.
Does online booking work with the EHR we already use?
Yes. Capra connects to the schedule in your EHR or practice management system through an integration scoped and built with you during onboarding, so a slot booked online appears in the system your clinicians already open. Google Calendar and Outlook sync are live from your first days.
How does scheduling software reduce no-shows?
By removing the reasons patients miss appointments: long-lead bookings get an extra reminder, every reminder lets the patient confirm or move the slot in one tap, deposits make the booking real, and the waitlist fills what does get freed. The result is fewer empty chairs and a schedule that reflects what will actually happen.
Can we run more than one location on one calendar?
Yes. Locations, rooms and clinicians live in one account with per-location views, rules and reporting, so a group sees every site in one place while each site books only its own resources.
How long does it take to set up?
Most clinics have their calendar configured, channels connected and online booking open within a few days. Connections to an existing EHR or practice management schedule follow the onboarding plan agreed with your named lead.
Explore more
Further reading
Scheduling
Google Calendar and iPhone Sync for Clinic Schedules, Done Safely
How to sync a clinic schedule with Google Calendar and iPhone safely: two-way sync, per-user privacy controls and busy blocks with no patient details.
6 min read
Clinic operations
No-Show Policy Templates That Hold Up: Deposit, Card on File and the 24-Hour Rule
No-show policy templates for clinics that patients accept and that survive a dispute: the 24-hour rule, deposits, card on file and repeat no-shows.
6 min read
Scheduling
"Make Me Look Busy" and Six Other Scheduling Settings That Cut Gaps Between Sessions
Seven scheduling settings that cut gaps in a clinic diary: adjacent-slot offering, lead-in times, buffers, waitlists, class capacity and block booking.
6 min read
See Capra in action
Bring every patient conversation together.
Book a personalized demo and we'll show you exactly how Capra fits your practice, with your channels, your calendars, and your workflows.
- A walkthrough tailored to your team
- Answers on setup, security & migration
- No pressure, no obligation
Just have a question? Send us a message