GuideA booking system for therapists, dietitians and physiotherapists
Why is a consulting appointment different from a salon appointment?
Therapy or diet follow-up does not end after one session; the client mostly comes weekly at the same time, the session length is fixed, and cancelling or rescheduling is a delicate subject. Raising payment needs careful wording. A client taking the first step is hard in itself, so booking a first appointment should be easy and free of pressure.
For a practitioner working alone, these management tasks eat into session time. Every call, every message and every payment follow-up reduces your sessions. A booking system carries those small jobs for you, but it does not replace the therapeutic relationship or clinical notes. Those you keep yourself.
How does an intake form ease the first meeting?
Retelling the health history, goal and expectations in the first meeting tires both the client and you. Collecting a short intake form at booking saves that time. The answers are stored on the client file; before the session you open the file and look it over.
Keeping the form short matters: let the client enter only what is needed to book, and leave sensitive details to the face-to-face conversation. Use a privacy-consent checkbox on forms and write clearly what the personal data is collected for. Keeping client records in line with professional confidentiality rules is your own responsibility.
In a small centre where several practitioners work, each one's calendar is kept separately and the client chooses whom they want to work with. Briefly describing specialities in the service descriptions steers the client to the right person; defining a separate session type for the first meeting lets you set its duration and fee separately.
How are a dietitian's measurements kept in the system?
In dietetics the process runs for weeks or months, and at every check-up the client expects you to remember the previous measurement, the goal and what was discussed. In MağazamHazır, height, weight, goal and health history from the first meeting are collected with a form and sit on the client file as form answers. The measurements you take at follow-ups you write onto the file as dated notes.
There is no dedicated measurement chart for dietitians in the system; knowing that from the start sets the expectation right. Because the reminder, form answers, dated notes and payment sit in one file, at the end of the week you see at a glance whose check-up is due.
How do recurring appointments and reminders protect continuity?
Putting weekly or fortnightly meetings on the calendar up front stops the client having to look for a new appointment at the end of each session. Recurring appointments set this routine up; if a week does not suit, you reschedule that session.
Reminders matter for continuity too. A short SMS or WhatsApp message a day before and a few hours before the appointment often solves forgetfulness. The tone of the message matters: it should be short, polite and informative, because a blaming tone harms the relationship you have with the client. Offering a new time with a polite message to a client who missed a follow-up keeps the relationship alive.
Taking the money conversation out of the consulting room
Reminding about the session fee is, for many practitioners, the most uncomfortable moment of the work. With Magic Payment Link you send the client a link before or after the session, and the fee question is settled outside the consulting room. Taking online payment during booking is also possible; Payment Integrations are free in every store.
If you sell programmes there are two routes: a pack that covers a set number of sessions, or Membership Tiers & Subscriptions for monthly ongoing follow-up. If you work towards a fixed goal, a pack is the more natural choice; if you give continuous follow-up, a membership fits better.
Whichever you choose, write the terms to the client up front: how many meetings, within what period, and what happens on cancellation. Seeing the rule on your booking page and in the description of the link you send prevents a later misunderstanding about the fee.
