Software
Availability, appointment types, intake forms, reminders and rescheduling, built for practitioners and the people who book them.
Superstack builds appointment scheduling software NZ clinics, practices and consultants use to take the phone off reception's desk. Patients book the right appointment type online, complete the intake form, get reminders and move their own appointments inside your rules, while the waitlist fills the gaps. Reception handles the exceptions.
reception tied to the phone
appointment scheduling software for the front desk
We measure every module in phone calls reception does not take and gaps the waitlist fills. Custom appointment scheduling starts with your appointment types and practitioners' real availability, then puts booking, forms and reminders in the patient's hands.
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Each practitioner has one calendar. Set their working days, rooms and locations, and block out leave. The physio who works Tuesdays in Riccarton and Thursdays in Hornby is bookable only where she is, and the front desk sees what she sees.
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Every appointment type carries its length, price and practitioner list, plus the buffer after it for notes. A new-patient assessment takes longer than a follow-up and only goes to senior staff, so the system offers the right one without reception explaining.
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Patients pick the appointment type, the practitioner and a time, from your website, at any hour. The online appointment booking system shows only slots that fit the room and the practitioner's availability, so nothing lands that reception has to undo.
04 of 8
The confirmation text carries a link to move or cancel within your rules: free up to a cut-off, a fee after it. A patient who cannot make Thursday moves herself to Friday late in the evening without ringing, and the old slot frees up.
05 of 8
New patients complete the intake form on their phone before they arrive: history, consent, questions you ask on paper. Answers land on the appointment for the practitioner to read before the patient walks in, and nobody types a clipboard up afterwards.
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A confirmation goes out at booking, and a reminder the day before by text and email, with a one-tap confirm. The wording is yours per type, so a dental hygiene reminder reads differently from a counselling one. Replies go to reception.
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When an appointment is cancelled, the system offers the slot to the waitlist by text, filtered to people who want that practitioner or type. The first to accept gets it. A cancelled Monday morning slot refills before reception notices it went.
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A practice manager gets the numbers that matter: utilisation per practitioner, no-show rate by appointment type, how far ahead the diary is booked, and how many slots the waitlist filled this month. That last number shows why the phone is quieter.
A new patient chooses an initial assessment, picks Wednesday with the physio she was referred to, and fills in the intake form. On Tuesday the reminder arrives and she taps confirm. The physio reads her form before opening the door, and afterwards she is offered the follow-up the physio recommends. Reception touched none of it. The physio decided the next step.
Google Calendar and Microsoft Outlook sync practitioners' appointments both ways. Twilio sends the texts. Stripe takes payments and your accounting software receives invoices. Practice management systems connect through their APIs, so patient records stay put and appointments sync. Telehealth links go out with the confirmation.
Any system with an API connects. Click a logo to visit them.
Xero
MYOB
Stripe
Google Workspace
Microsoft 365
Twilio
Shopify
HubSpotAI is optional. The scheduler cuts the calls on its own. We add AI only where it takes more work off reception. See how we use AI and business process automation.
A patient describing a new injury is steered to an initial assessment, not a follow-up.
The best match gets the slot first, by practitioner, type and time waited.
A first draft of each reminder in your clinic's tone.
Reception and managers work in the web app: the day view across every practitioner and room, phone bookings, the waitlist, intake answers and reports. They edit appointment types and rules themselves.
Practitioners see their day on their phone, read the intake form before each appointment and see a cancellation or a waitlist fill as it happens. Home-visit practitioners get the address and a map.
Patients see upcoming appointments, move or cancel within your rules, complete forms, pay a balance and rebook. All three share one database, so what reception changes, the practitioner and the patient see at once.
Initial assessments and follow-ups, with the waitlist filling cancellations.
ChiropracticFrequent adjustments booked in blocks, with reminders for each.
DentalHygiene and treatment appointments with the right chair and buffer.
Medical clinicsAppointment types by urgency, telehealth links, intake before arrival.
Allied healthMany practitioners sharing rooms, each with their own availability.
Beauty and wellnessSet-length treatments, deposits on long ones and easy rebooking.
ConsultantsDiscovery calls and paid sessions booked from the website.
Quickest start
We customise the Superstack appointment module with your practitioners, appointment types, forms and reminders. It suits a single-site practice that wants online booking quickly.
Most common
We combine scheduling with intake forms, a patient portal, payments and your practice management system: the clinic appointment system NZ practices with several locations need.
Fully bespoke
Fully bespoke practitioner scheduling software for an unusual model: mobile-only practitioners, group sessions mixed with one-on-ones, or strict clinical workflows nothing standard covers.
By design. Health information is encrypted in transit and at rest. Access is by role: reception sees appointments and contact details, practitioners see intake answers for their own patients, and every record view is logged. We design to the Health Information Privacy Code and the Privacy Act, and the data stays yours.
A generic tool books a slot. This books the right appointment type with the right practitioner in the right room, then handles what comes after: the intake form, the reminder, the reschedule within your rules and the waitlist refill. Each step is a call the front desk no longer takes.
Yes, where the system has an API. The scheduler reads and writes appointments so the clinical record stays in the system your practitioners use, and patient details are entered once. Where there is no API, we work from exports or run the scheduler alongside it. We check your system before we quote.
Yes. Each practitioner has their availability per location, so a dentist who works two clinics is bookable at each on the right days. Patients choose a location first and see only slots that fit. Managers see the whole practice or one site, and reporting compares utilisation by location and practitioner.
Yes. Mark an appointment type as telehealth and the confirmation and reminder carry the video link instead of the address, generated per appointment so patients never share a room. The practitioner opens the link from their calendar. Clinics run in-person and telehealth types side by side, with different lengths for each.
A small per-message charge from the SMS provider, only for texts actually sent. The rate depends on volume, and we show you the figure before you decide. Email reminders have no per-message charge. Set against a single no-show, appointment reminder software by text earns its keep, so we recommend text for the day-before reminder.
Built around the way you work.
Your business shouldn’t have to fit someone else’s software. Tell us how your business works. We’ll show you what Superstack can build around it.
Tell us your appointment types and your no-show rate. We'll show you the schedule that fixes both.
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