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[Blog](https://info.onedoc.ch/en/blog/ "Go to Blog.") [Independent practice](https://info.onedoc.ch/en/blog/independent-practice/ "Go to the Independent practice Category archives.") Medical practices: 6 tips to fill your slots effectively # Medical practices: 6 tips to fill your slots effectively Last updated on 18/05/2026 [Independent practice](https://info.onedoc.ch/en/blog/independent-practice/) ![Tips for filling your practice's slots.](data:image/svg+xml,%3Csvg%20xmlns%3D%22http%3A%2F%2Fwww.w3.org%2F2000%2Fsvg%22%20viewBox%3D%220%200%20700%20394%22%3E%3C%2Fsvg%3E) An appointment canceled too late, a patient who does not show up, a Friday slot that remains empty… In a medical practice, just a few lost time slots each week can quickly weigh on your organization. Yet it is often possible to improve schedule occupancy with simple actions. The goal: __anticipate no-shows, react faster to cancellations, and make appointment booking easier for patients.__ ## The reasons for empty slots and their impact ### The most common causes of open slots __Last-minute appointment cancellations__ remain one of the main causes of empty slots. Patients forget their appointment, have something come up, notify you too late, or do not notify you at all. Without a system that allows you to offer canceled slots again, these openings often remain empty. There are also __more structural causes__. Certain time slots, such as early mornings or Friday lunchtime, are regularly less in demand. This may be due to lower demand at those times or to a scheduling setup that does not take these weak spots sufficiently into account. ### How much do unfilled slots cost you? An empty slot does not only mean lost billable fees. During that time, the practice’s fixed costs continue: staff, rent, infrastructure, equipment, software… In addition to the costs this creates, irregular occupancy makes planning more difficult and can affect team motivation. ![OneDoc Pro für Kinderärzte einfache Terminverwaltung](data:image/svg+xml,%3Csvg%20xmlns%3D%22http%3A%2F%2Fwww.w3.org%2F2000%2Fsvg%22%20viewBox%3D%220%200%20300%20178%22%3E%3C%2Fsvg%3E "Profil-OneDoc-Kinderarzt") #### Our tools to help you fill your slots | | | |-------------------------------------------------------------------------------------------------------------------------------------------------|---------------------------------------------------------------------------------------------------------------------------------------------| | ![✅](https://s.w.org/images/core/emoji/17.0.2/svg/2705.svg) [Online appointment booking](https://info.onedoc.ch/en/hub/online-booking/) | ![✅](https://s.w.org/images/core/emoji/17.0.2/svg/2705.svg) [SMS reminders](https://info.onedoc.ch/en/hub/sms-reminders/) | | ![✅](https://s.w.org/images/core/emoji/17.0.2/svg/2705.svg) [“Book” button on Google](https://info.onedoc.ch/en/hub/book-online-google-button/) | ![✅](https://s.w.org/images/core/emoji/17.0.2/svg/2705.svg) [Partner platforms](https://info.onedoc.ch/en/hub/partner-healthcare-platform/) | [Book a demo](# "OneDoc Beratung") ## Tips to reduce open slots ### Tip 1: Introduce automatic appointment reminders As we saw above, last-minute cancellations are a frequent cause of open slots. These __no-shows are often not intentional__. A patient may simply have forgotten an appointment. [__A reminder sent 24 hours__ before the consultation, by SMS or email](https://info.onedoc.ch/en/hub/sms-reminders/), can already make a difference. This helps you drastically reduce no-shows and, if the patient decides to cancel, still gives you time to offer the slot to other patients. #### Important when setting up automatic reminders It is important to take data protection law requirements into account, especially when personal information is processed by SMS, email, or through an external service. ### Tip 2: Offer online appointment booking 24/7 Many slots remain empty simply because booking an appointment is too complicated. __A patient calls outside opening hours, cannot reach the practice, then postpones booking or chooses another provider__. [An online appointment booking solution available 24/7](https://info.onedoc.ch/en/hub/online-booking/) allows you to meet your patients’ needs even when the practice is closed. In addition, if a slot opens up at short notice, it can be offered online automatically. #### Important when setting up online appointment booking When choosing a solution, make sure it integrates well with your practice management software, provides automatic appointment confirmation for patients, and manages available slots reliably. ### Tip 3: Set up a waiting list A waiting list is one of the fastest and most effective measures against last-minute open slots. The principle is simple: each time an appointment is booked, __ask patients whether they would like to be contacted if an earlier slot becomes available.__ Interested patients are then added to the waiting list. #### Important when setting up waiting lists To make your list useful, you can segment it according to several criteria: - The urgency of the request - The patient’s flexibility - The type of consultation requested This way, when an appointment is canceled, you can contact the right person within minutes. ### Tip 4: Structure the practice schedule intelligently #### Classify appointment types systematically Not all appointments require the same amount of time. You know this already: a check-up or prescription renewal does not require the same amount of time. Defining fixed time blocks by appointment type can help prevent longer consultations from disrupting your day. These __buffers allow you to absorb delays [and prioritize tasks in your medical practice](https://info.onedoc.ch/en/blog/all-specialties/prioritizing-tasks-medical-practice/).__ This helps you respond more easily to emergencies and unexpected events. When they are not used, they can be dedicated to administrative tasks. #### Actively manage less popular time slots __Analyze your appointment booking data__: when are open slots most frequent? If, for example, early Tuesday mornings are regularly underbooked, you can offer these times first to patients on the waiting list or place certain types of appointments there, such as routine check-ups or preventive exams. __Grouping similar consultations__ can also improve practice efficiency by limiting frequent changes in pace or type of care. ### Tip 5: Reduce cancellations and no-shows with clear rules A __clear cancellation policy__ protects your practice without damaging the relationship with patients. Communicate this rule as soon as the appointment is booked: “If you need to cancel, please notify us at least 24 hours in advance.” This information can be displayed: - On your __website__ - During __online appointment booking__ - In __appointment confirmations__ It is generally possible to __request compensation__ in the event of a very late cancellation or an unannounced absence, provided that patients were clearly informed beforehand. ### Tip 6: Strengthen practice visibility and attract new patients Today, __new patients very often find their medical practice online, especially via [online directories](https://info.onedoc.ch/en/hub/onedoc-profile/)__. A complete and up-to-date [Google Business Profile](https://info.onedoc.ch/en/blog/all-specialties/how-to-create-google-business-profile-for-healthcare-professionals/) or [Bing Places for Business](https://info.onedoc.ch/en/blog/all-specialties/bing-places-for-business-medical-practice/), with your opening hours, address, and a direct appointment booking link, helps future patients choose you. [Reviews, whether positive or negative, build trust](https://info.onedoc.ch/en/blog/all-specialties/responding-to-negative-patient-reviews/) and can generate more appointment requests. It is perfectly acceptable to politely ask satisfied patients to leave a review after their consultation. ## How can you measure the success of these measures? To know whether your actions are working, a few figures are enough. The idea is not to measure everything, but to identify useful trends. | __Indicator__ | __Why track it?__ | |-----------------------------------------------|----------------------------------------------------------------| | __Schedule occupancy rate__ | See whether slots are better filled from one month to the next | | __No-show rate__ | Measure missed appointments | | __Late cancellations__ | Identify slots that are difficult to replace | | __Slots filled via the waiting list__ | Check whether the list is actually being used | | __Least requested time slots__ | Adjust schedule organization | | __Time until the next available appointment__ | Track the balance between demand and practice capacity | A __monthly review__ is already enough to identify areas for improvement. For example, if absences are concentrated around a specific appointment type or time slot, you can adapt your reminders, rules, or organization. ## Better-filled slots every day Filling the schedule better does not always require major changes. A __waiting list__, __reminders__, __clear cancellation rules__, and __simple appointment booking__ can already improve practice organization and patient satisfaction. The key is to start from the situations your practice actually encounters: late cancellations, no-shows, quiet time slots, or the arrival of new patients. ### ![👉](https://s.w.org/images/core/emoji/17.0.2/svg/1f449.svg) [Speak with our team and discover how OneDoc can help you fill your slots effectively](#) [![Button ‘Add as a preferred source on Google.’](https://storage.googleapis.com/gweb-uniblog-publish-prod/images/Preferred_source_publisher_butto.width-1000.format-webp.webp)](https://www.google.com/preferences/source?q=onedoc.ch) [](https://www.facebook.com/sharer/sharer.php?u=https%3A%2F%2Finfo.onedoc.ch%2Fen%2Fblog%2Findependent-practice%2Fmedical-practices-tips-fill-slots%2F "Share on Facebook")[](https://x.com/intent/post?url=https%3A%2F%2Finfo.onedoc.ch%2Fen%2Fblog%2Findependent-practice%2Fmedical-practices-tips-fill-slots%2F "Share on X")[](https://www.linkedin.com/shareArticle?mini=true&url=https%3A%2F%2Finfo.onedoc.ch%2Fen%2Fblog%2Findependent-practice%2Fmedical-practices-tips-fill-slots%2F "Share on LinkedIn") ### On the same topic [![3 tips to bridge the lack of medical professionals in your practice](data:image/svg+xml,%3Csvg%20xmlns%3D%22http%3A%2F%2Fwww.w3.org%2F2000%2Fsvg%22%20viewBox%3D%220%200%20400%20250%22%3E%3C%2Fsvg%3E)](https://info.onedoc.ch/en/blog/all-specialties/shortage-medical-assistants/ "Shortage of medical assistants: 3 ways to ease your medical practice’s administrative workload") - [All specialties](https://info.onedoc.ch/en/blog/all-specialties/) ##### [Shortage of medical assistants: 3 ways to ease your medical practice’s administrative workload](https://info.onedoc.ch/en/blog/all-specialties/shortage-medical-assistants/ "Shortage of medical assistants: 3 ways to ease your medical practice’s administrative workload") [Read the article](https://info.onedoc.ch/en/blog/all-specialties/shortage-medical-assistants/) [![How to prioritize tasks in your medical pratice](data:image/svg+xml,%3Csvg%20xmlns%3D%22http%3A%2F%2Fwww.w3.org%2F2000%2Fsvg%22%20viewBox%3D%220%200%20400%20250%22%3E%3C%2Fsvg%3E)](https://info.onedoc.ch/en/blog/all-specialties/prioritizing-tasks-medical-practice/ "3 methods to effectively prioritize tasks in your medical practice") - [All specialties](https://info.onedoc.ch/en/blog/all-specialties/) ##### [3 methods to effectively prioritize tasks in your medical practice](https://info.onedoc.ch/en/blog/all-specialties/prioritizing-tasks-medical-practice/ "3 methods to effectively prioritize tasks in your medical practice") [Read the article](https://info.onedoc.ch/en/blog/all-specialties/prioritizing-tasks-medical-practice/) [![Examples of effective messages on your doctor's surgery answering machine](data:image/svg+xml,%3Csvg%20xmlns%3D%22http%3A%2F%2Fwww.w3.org%2F2000%2Fsvg%22%20viewBox%3D%220%200%20400%20250%22%3E%3C%2Fsvg%3E)](https://info.onedoc.ch/en/blog/all-specialties/answering-messages-medical-practice/ "Crafting effective answering machine messages for medical practices") - [All specialties](https://info.onedoc.ch/en/blog/all-specialties/) ##### [Crafting effective answering machine messages for medical practices](https://info.onedoc.ch/en/blog/all-specialties/answering-messages-medical-practice/ "Crafting effective answering machine messages for medical practices") [Read the article](https://info.onedoc.ch/en/blog/all-specialties/answering-messages-medical-practice/) [![Optimise the organisation of your medical practice with step-by-step appointments for GPs and medical assistants](data:image/svg+xml,%3Csvg%20xmlns%3D%22http%3A%2F%2Fwww.w3.org%2F2000%2Fsvg%22%20viewBox%3D%220%200%20400%20250%22%3E%3C%2Fsvg%3E)](https://info.onedoc.ch/en/blog/doctors/coordination-doctor-assistant/ "[Use case] Effective coordination between doctors and medical assistants with OneDoc Pro") - [General practitioners](https://info.onedoc.ch/en/blog/doctors/) ##### [\[Use case\] Effective coordination between doctors and medical assistants with OneDoc Pro](https://info.onedoc.ch/en/blog/doctors/coordination-doctor-assistant/ "[Use case] Effective coordination between doctors and medical assistants with OneDoc Pro") [Read the article](https://info.onedoc.ch/en/blog/doctors/coordination-doctor-assistant/) [![Find out how to successfully relocate your practice while maintaining your profitability and your patient base.](data:image/svg+xml,%3Csvg%20xmlns%3D%22http%3A%2F%2Fwww.w3.org%2F2000%2Fsvg%22%20viewBox%3D%220%200%20400%20250%22%3E%3C%2Fsvg%3E)](https://info.onedoc.ch/en/blog/all-specialties/relocate-medical-practice-smooth-transition/ "Ensure a smooth transition when relocating your medical practice") - [All specialties](https://info.onedoc.ch/en/blog/all-specialties/) ##### [Ensure a smooth transition when relocating your medical practice](https://info.onedoc.ch/en/blog/all-specialties/relocate-medical-practice-smooth-transition/ "Ensure a smooth transition when relocating your medical practice") [Read the article](https://info.onedoc.ch/en/blog/all-specialties/relocate-medical-practice-smooth-transition/) ##### About OneDoc - [About us](https://info.onedoc.ch/en/our-mission/) - [Media](https://info.onedoc.ch/en/media/) - [Cookie Policy](https://info.onedoc.ch/en/cookie-policy/) - [Privacy Center](https://privacy.onedoc.ch/en) [Consent management](javascript:Didomi.preferences.show%28%29) ##### Our other websites - [pro.onedoc.ch: app for healthcare professionals](https://pro.onedoc.ch/en/) - [onedoc.ch: online appointment booking platform](https://www.onedoc.ch/en/) ##### Languages - [FR](https://info.onedoc.ch/en/ "Switch to FR (FR)") - [DE](https://info.onedoc.ch/de/ "Switch to DE (DE)") - 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[Retain patients with a digital experience](https://info.onedoc.ch/en/needs/retain-your-patients/) - [Reduce no-shows](https://info.onedoc.ch/en/needs/reduce-no-shows/) - [Reduce incoming calls](https://info.onedoc.ch/en/needs/reduce-incoming-calls/) - [Handle more patient requests](https://info.onedoc.ch/en/needs/handle-more-patient-requests/) - [Automate follow-up for existing patients](https://info.onedoc.ch/en/needs/automate-follow-up-existing-patients/) ##### Our solutions by specialty - [General practitioner](https://info.onedoc.ch/en/specialty/general-practitioner/) - [Specialist](https://info.onedoc.ch/en/specialty/specialist/) - [Dentist](https://info.onedoc.ch/en/specialty/dentist/) - [Dental hygienist](https://info.onedoc.ch/en/specialty/dental-hygienist/) - [Physiotherapist](https://info.onedoc.ch/en/specialty/physiotherapist/) - [Complementary therapist](https://info.onedoc.ch/en/specialty/therapist/) - [Psychologist](https://info.onedoc.ch/en/specialty/psychologist/) - [Psychotherapist](https://info.onedoc.ch/en/specialty/psychotherapists/) - 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[OneDoc Pro Blog](https://info.onedoc.ch/en/blog/) ##### Latest articles - [Opening an independent medical practice](https://info.onedoc.ch/en/blog/independent-practice/open-independent-medical-practice/) - [Business plan for opening a medical practice](https://info.onedoc.ch/en/blog/independent-practice/business-plan-medical-practice-switzerland/) - [Medical practice interior design](https://info.onedoc.ch/en/blog/independent-practice/medical-practice-interior/) - [Case study: opening an independent practice](https://info.onedoc.ch/en/blog/independent-practice/case-study-open-independant-practice/) - [Healthcare professional recruitment tips](https://info.onedoc.ch/en/blog/all-specialties/healthcare-professional-recruitment-tips/) - [Choosing the legal form for your medical practice](https://info.onedoc.ch/en/blog/all-specialties/legal-form-medical-practice/) - [Taking over a medical practice in Switzerland](https://info.onedoc.ch/en/blog/all-specialties/take-over-medical-practice-switzerland/) - 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