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Free clinic scheduling software that makes patient booking easier

With Picktime’s free clinic scheduling software, patients can book, reschedule, or cancel appointments online without having to call reception. Picktime shows bookable times based on each clinician’s availability and any room or equipment required for the appointment. If someone cancels, the open time can become available for another patient to book instead of sitting unused.

Patients can make routine changes to eligible bookings online, giving reception more time to help people who are checking in or need assistance. Whether you have one practitioner or several, Picktime keeps appointment types, schedules, and booking updates in one Online Calendar. As bookings come in, your team can review them in one calendar instead of keeping separate lists or phone notes.

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  • Free forever plan
  • Your own booking page
  • No card required
A receptionist booking a patient in at the clinic desk mid-morning while another patient waits and a clinician works in the consulting room behind

Blu ClinicBook online

New patient assessment45m · Dr Harlow$120.00

Follow-up20m · Room 2$60.00

Rehab group8 of 10 · ThuBook

Next free9:10 AM11:00 AM3:40 PM

Booked online

10:00 PM

While reception was closed

Paid at booking

$120.00

The assessment, in full

Clinician and room

Both free

Or the slot is not offered

How Picktime works for clinics

Manage patient bookings, reminders, and payments in one place

Picktime takes routine booking tasks off the reception desk without taking control away from your team. Patients can book and manage appointments online, while your clinic still decides which services, clinicians, rooms, and time slots are available.

Let patients book when your reception desk is closed

Your Picktime Booking Page shows the appointment types your clinic offers and the times available to book. Patients can choose the service and clinician they need, then book online without calling reception or downloading an app.

Patients can book without calling, leaving reception more time for appointment questions that need a personal response.

Your booking page →

The Blu Clinic booking page as a patient sees it after reception has closed: a new patient assessment and a follow-up, each with its clinician and length, bookable without a call or an app

Keep patients informed after they book

Patients receive their booking details when an appointment is made. Set up email or SMS reminders to notify patients before their visits, using the reminder timing your clinic chooses.

Patients can also manage eligible bookings online, so cancellations and rescheduling do not always need to go through reception.

Reminders →

A confirmation sent on booking with the time, the clinician and a link to move or cancel, a reminder set for the day before, and a cancellation from that link arriving at 9:00 PM

Collect payment when the appointment is booked

For private or self-funded appointments, your clinic can collect full payment or a deposit online when patients book. Picktime supports online payments through integrations including Stripe, PayPal, and Square.

With medical clinic scheduling software like Picktime, private-pay patients can choose an appointment and pay during the same booking process.

Take payments →

The new patient assessment set to take its full $120.00 fee at booking, with a percentage or fixed deposit as the other options, and the fee paid before the slot is confirmed

Keep each patient’s booking history in one place

Picktime keeps patient contact details and appointment history together in client records, so reception can check past and upcoming bookings while helping a patient.

Use Picktime Intake Forms to collect booking-related information, such as scheduling instructions, before a patient visits. With Picktime’s clinic appointment scheduling software, staff can review those answers alongside the booking details in the Online Calendar.

Client records →

One patient record holding seven visits and the appointment history, the next appointment on Thursday, November 19, and the intake answers given at booking
Clinicians and rooms

Match appointments to available clinicians and treatment rooms

Some appointments only need a clinician. Others may also require a specific room or piece of equipment. With Picktime’s clinic scheduling software, you can assign the room or equipment an appointment needs, so available times reflect the clinician’s schedule and that resource’s availability.

Each clinician can have their own working hours, services, breaks, and days off. For example, if a visiting physician is available only on Thursdays, patients will see appointment times that match that clinician’s schedule. If that clinician’s hours change, you can update their availability without changing anyone else’s schedule.

Team scheduling →

A follow-up offered only when its clinician and the resource it needs are both available: Dr Harlow on Monday, Wednesday and Friday, a visiting physician on Thursday only, treatment room 2, and the ultrasound room with its equipment
Cancellations and class waitlists

Make canceled appointment times available again

When a patient cancels, that time can appear on your booking page again if it meets your availability and booking rules. Another patient can book it without your team having to call around.

For group sessions such as rehabilitation classes or prenatal education groups, set a class capacity so patients cannot book beyond the available places. When a class is full, Picktime’s Waitlist lets interested patients join a list so an open place can be filled when someone cancels.

Picktime’s clinic scheduling software helps reception manage reopened appointment times and class waitlists without calling patients individually.

Capacity and waitlists →

A Wednesday 11:00 follow-up cancelled from the link in the patient’s confirmation, shown as available again in the clinic diary and open to book on the booking page, beside a rehab group capped at ten with two places left
Monday, 9:10am

When reception is busy, patients still need a way to book

Monday morning can put a clinic reception desk under pressure quickly. One patient is checking in, another is waiting to speak to someone, forms need collecting, and the phone keeps ringing with people trying to book, move, or cancel appointments.

If reception misses a booking call while checking in another patient, the caller may have to try again later. An appointment time could stay open simply because nobody was available to answer.

While reception checks in patients, someone else can open the clinic’s booking page and choose an available follow-up appointment. With Picktime’s clinic scheduling software, that appointment appears in the Online Calendar alongside bookings entered by staff. The team can review each new appointment without interrupting the conversation at the desk.

Your team can focus on the patients in front of them while routine online bookings continue to come in.

Getting started

Start taking online bookings with a simple setup

An initial assessment, a follow-up visit and a consultation added with their own durations, set against Dr Harlow’s working days, and treatment room 2 added as a resource
01

Add your clinicians and appointment types

Add appointment types such as initial assessments, follow-up visits, and consultations, then set a duration for each. Give each clinician their own working hours, services, breaks, and availability. You can also add rooms or equipment when an appointment depends on a specific resource.

The booking link added to the clinic website, the Google Business Profile, appointment emails and the practice’s Facebook page, and an initial assessment booked from Google at 10:00 PM
02

Share your booking page where patients can find it

Once your booking page is ready, add its link to your clinic website, Google Business Profile, and appointment emails so patients can find it easily.

Instead of relying only on a phone number, patients have a direct way to see available appointments and book online.

Dr Harlow’s Online Calendar for Thursday, November 19: an initial assessment added at 9:10 with its confirmation sent, and the 11:00 follow-up cancelled so the available times adjust
03

Let Picktime handle the routine booking updates

New appointments appear in the Picktime Online Calendar, where your front-desk team can review bookings and manage changes when needed.

Booking confirmations and configured email or SMS reminders help keep patients informed about upcoming visits. If a patient reschedules or cancels an eligible appointment, the Online Calendar reflects the change, and the available booking times adjust accordingly.

Once your booking page is live, your team can manage day-to-day schedule changes from Picktime instead of keeping several separate lists up to date.

AI receptionist

Take routine booking calls even when reception is busy

The phone does not stop ringing just because your team is with a patient or the clinic has closed for the day. Picktime’s AI Receptionist can answer booking calls 24/7, help with routine questions, collect caller details, and check available times before creating an appointment in your Picktime Online Calendar.

You can add answers to questions about clinic hours, appointment types, and booking policies so the AI Receptionist can respond to routine inquiries. Your team can review call transcripts and summaries in the AI Receptionist dashboard to see what a caller asked and how the assistant responded.

That gives patients another way to reach your clinic while reducing the number of routine scheduling calls your reception team needs to handle.

How the AI receptionist works →

A call at 7:40 PM while the clinic was shut, answered by the AI receptionist, the caller’s name taken and a new patient assessment booked for Thursday at 9:10 AM, with the transcript saved to the dashboard
What it costs

Start free. Pay when the clinic grows, not before.

The free plan is a plan, not a trial. There is no date at which it stops, no card to add, and nothing that quietly turns off in a fortnight.

Free, and it stays free

What a single-handed practice gets without paying

  • Clients book, move and cancel it themselves
  • Your own booking page
  • Patient records, and every visit against the name
  • Email notifications on every booking

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Questions

Clinic scheduling: common questions

Can patients book a specific clinician?

Yes. Picktime lets patients choose a clinician on your Booking Page when team-member selection is enabled. Give each clinician their own services and working hours, and patients can select an available appointment time with that clinician. This keeps the choice with the patient while your clinic controls availability.

Can I collect a fee or deposit when a patient books?

Yes. For private-pay appointments, Picktime lets your clinic collect full payment or a deposit during online booking. You can connect PayPal, Stripe, or Square to accept payments. PayPal is included on the free plan, while Stripe and Square are available on the starter and pro plans.

Does Picktime send patient reminders, and can I customize them?

Yes. Picktime sends booking notifications and, on Starter and Pro, automated email or SMS reminders before appointments. Your clinic chooses when reminders are sent. The free plan includes email booking notifications, while customizing the content of reminder emails is available on Pro.

What happens when a patient cancels at short notice?

Your clinic controls how much notice patients must give to cancel or reschedule online. When a patient cancels within the allowed window, Picktime updates the Online Calendar, and the released time can become available for another booking. Once the cutoff has passed, patients cannot make that change through self-service.

Can patients book appointments by phone when the clinic is closed?

Yes. Picktime’s AI Receptionist answers calls 24/7 and helps patients book appointments even when reception is closed. It checks available appointment times and adds bookings to your Picktime Online Calendar. Your clinic can also provide answers to common scheduling questions and review call transcripts afterward. The AI Receptionist is available as a paid-plan add-on.

Where can clinic staff see the information patients provide when booking?

Picktime saves answers from intake forms with the appointment they belong to. Your team can open the booking details to review scheduling-related information a patient provided before the visit. You can also make specific questions required. Intake forms are available on Starter and Pro.

Can I manage multiple clinic locations or treatment rooms?

Yes. Picktime lets your clinic organize multiple locations under one account and manage clinician schedules, treatment rooms, and equipment. You can assign resources to services and set their availability, so appointment times reflect the resources needed. Your team can manage bookings across locations using the Picktime Online Calendar.

What can a clinic do on Picktime’s free plan, and when is a paid plan useful?

Picktime’s Free plan includes a booking page, an online calendar, unlimited appointments, and support for three team members, three resources, and two locations. Starter adds reminders, intake forms, and two-way calendar sync. Pro adds a waitlist, higher team and resource limits, and unlimited locations. For the latest plan features and limits, see Picktime pricing.

Other practices that book the way a clinic does

A doctor with a patient in a medical practice consulting room Consulting rooms

Medical practices

A GP surgery or private practice, with the same mix of first appointments, reviews and recalls.

See medical practice scheduling A dentist and nurse treating a patient in a dental surgery Chairs and hygienists

Dentists

Check-ups on a recall cycle, hygienist slots alongside the dentist, and a chair that has to be free too.

See dentist scheduling A chiropractor treating a patient on an adjustment table Courses of treatment

Chiropractors

Courses of treatment booked as a series, with the same appointment repeating weekly.

See chiropractor scheduling

All industries →

Give the hour back to a patient who wants it

Free forever for a single-handed practice. No card, no trial clock, and your booking page can be live this afternoon.

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