Steadfill
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AI schedule recovery for practices

Fill every slot. Keep every patient.

Steadfill texts your patients for you, with reminders, easy rescheduling and waitlist offers. Cancelled and missed appointments get filled again, and your front desk stays in charge.

Start a free pilot See how it works
  • Free 30-day pilot
  • No app for patients
  • Works without an EHR integration
Oak Street Counseling · TodayMon, Oct 5
Recovered in October$2,400 · 20 attended visits
10:00 AMJordan P.Refilled from waitlist
2:00 PMDana W.Unconfirmed
4:00 PMTheo B.Cancelled · refilling
5:00 PMNina F.Confirmed
Built for Therapy & counseling Psychiatry Primary care Specialty clinics Dental · coming soon
The problem

Every schedule has a quiet leak

Each empty hour is revenue the practice already planned on, and a patient who didn't get care. Front desks know it, but they don't have time to chase every gap by phone.

No-shows

Someone forgot, or life got in the way, and no one followed up to rebook.

Late cancellations

A slot opens the same day, and there's no quick way to offer it to someone who wants it.

Patients who drift away

They stop booking without a word, and weeks go by before anyone notices.

How it works

From "can't make it" to a filled chair

Steadfill handles the back-and-forth by text. Your team only steps in to confirm the booking and handle what needs a person.

  1. ReminderThe patient gets a friendly text and replies YES, CANCEL or RESCHEDULE.
  2. New times offeredA mix of days and times, or a link to pick any open slot.
  3. Confirmed firstNothing is cancelled or moved until the patient says YES.
  4. Slot refilledThe freed time goes to the waitlist. First YES takes it.
  5. Visit attendedStaff mark the visit once the patient comes in.
  6. Counted in your reportOnly real, attended visits count as recovered revenue.
Product

Everything a busy front desk wishes it had time for

Reminders & rescheduling

Reminders patients actually answer

Plain texts with one-word replies. If a patient can't make it, they choose a new time in the same conversation, or tap a link to see every open slot.

  • ✓YES, CANCEL and RESCHEDULE, always in capitals
  • ✓A confirmation step before anything changes
  • ✓Email with a calendar invite for patients who want it
Happy to help. Your 10:00 AM stays booked until you choose a new time. Reply with a number:
1) Tue Oct 6, 2:00 PM
2) Wed Oct 7, 6:00 PM
3) Tue Oct 13, 8:00 AM
2
Just to confirm: move to Wed Oct 7 at 6:00 PM? Reply YES or NO.
YES
Waitlist refill

Cancelled slots fill themselves

When a visit is cancelled, Steadfill texts the best-matched waitlist patients in small waves, starting with the same clinician. The first YES takes the slot.

  • ✓Matches the times patients said work for them
  • ✓No double-booking: the slot is held for whoever claims it
  • ✓Staff confirm with one click, or many at once
Refilling nowOffering
4:00 PM today · Marcus Hale, LCSW
Grace H. · claimedLeo V. · textedOmar S. · texted
Confirm bookingGrace H. took today at 4:00 PM
Recovery

Missed and lapsed patients, gently brought back

A kind "we missed you" after a no-show, and a check-in for patients who haven't been in for a while. Never pushy, and never naming a diagnosis or the type of visit.

  • ✓Follow-up within the hour after a no-show
  • ✓Check-ins at 30, 60 or 90 days, as you choose
  • ✓STOP is honored instantly, every time
Hi Theo, we missed you today at 4:00 PM. No worries, it happens. Would you like to pick a new time? Reply YES and we'll send options.
YES
Great. Here are a few options, reply with a number…
Staff in control

The right messages reach a person, fast

Steadfill never gives clinical advice. Clinical, billing and unclear messages go to your team, and a crisis message triggers an instant safety reply and an alert.

  • ✓Crisis flags pinned to the top, with call logging
  • ✓Optional "staff approves first" mode for new practices
  • ✓A daily "Sent today" list to skim and flag
Needs staff3 open
Crisis flag · 2 min agoSafety text sent. Automated texts paused.
Confirm bookingGrace H. · Tue, Oct 6 at 2:00 PM
Billing questionChris L.: "Is my copay different this month?"
Monthly report

See exactly what was recovered

On the 1st of every month, the practice owner gets a simple report. It only counts visits where the patient actually showed up.

  • ✓Revenue recovered, by type
  • ✓Booked vs attended, side by side
  • ✓Messages handled and phone time saved
October · example practice $2,400 recovered
Slots refilled$1,080
Saved by rescheduling$600
No-shows rebooked$480
Lapsed patients back$240
Calculator

What could your practice recover?

Move the sliders to match your practice. This is a rough estimate, not a promise; your pilot report will show your real numbers.

5
25
15%
Your share of visits lost to no-shows and late cancellations.
$120
25%
A conservative starting assumption. Results vary by practice.
Estimated revenue recovered $2,400 per month · about $28,800 a year
Visits booked per month
540
Visits lost per month
81
Visits recovered per month
20
Estimate only, based on 4.33 weeks a month. Not a guarantee of results.
Pricing

Simple monthly plans

Pick the plan that fits the size of your practice. Every plan starts with a free 30-day pilot.

Starter

For practices with 1–3 clinicians

$199 / month

  • Appointment reminders by text
  • Cancelled slots refilled from your waitlist
  • No-show follow-up and rebooking
Start a free pilot

Growth

For practices with 4–10 clinicians

$499 / month

  • Everything in Starter
  • Win back patients who haven't booked in a while
  • Monthly recovery report
Start a free pilot

Group

For practices with 11–15 clinicians

$999 / month

  • Everything in Growth
  • Multiple locations
  • Priority support
Start a free pilot

Prices are per practice, not per person. Clinicians are the providers who see patients, like therapists, psychiatrists or doctors. Front desk and office staff don't count toward your plan.
One-time $500 setup fee, waived for pilot practices. 16 or more clinicians? Email us for a custom plan.

Who we serve

Made for small and growing practices

Practices with recurring visits, a busy front desk and no time to chase every gap.

Therapy & counseling

Weekly and biweekly sessions, where one missed visit can mean a patient drifts away.

Psychiatry

Medication follow-ups that shouldn't slip, with sensitive, privacy-first messaging.

Primary & specialty care

Busy schedules with same-day openings that are hard to fill by phone.

Dental Coming soon

Cleaning recalls and unscheduled treatment follow-up, on the same engine.

Privacy & safety

Built for healthcare from day one

Business Associate Agreement

We sign a BAA with every practice before any patient data is shared.

Minimum-necessary messages

Texts never name a diagnosis, a clinician's specialty or the type of visit.

Encrypted and access-controlled

Data is encrypted, and every staff action is logged with who did it.

Crisis protocol

Safety messages get an instant 988 / 911 reply and an alert to your staff.

Consent and opt-out

Patients consent at intake, and STOP works instantly.

People stay in charge

AI never books, cancels or gives clinical advice on its own.

About Steadfill

Built by someone who works in care

Steadfill was founded by Kelly, a dedicated healthcare professional and Direct Support Professional with firsthand experience supporting individuals with developmental disabilities.

Through her work in the healthcare field, Kelly witnessed a common yet often overlooked challenge: individuals missing important appointments because of forgotten schedules, transportation or availability challenges, or simply not having the support needed to reschedule when circumstances changed.

Recognizing the need for a more reliable and supportive approach, Kelly founded Steadfill with a mission to help individuals stay connected to the appointments, services, and resources that are essential to their well-being.

Steadfill is built on the belief that quality support goes beyond simply providing care—it means being dependable, responsive, and committed to helping individuals navigate everyday challenges with greater confidence and consistency.

With a foundation rooted in compassion and real-world healthcare experience, Steadfill strives to provide dependable appointment support while helping individuals and their support networks experience greater organization, communication, and peace of mind.

At Steadfill, our commitment is simple: to help make sure that no important appointment is missed simply because someone didn't have the support they needed.

Steadfill provides dependable scheduling support to help reduce missed appointments while keeping healthcare teams in control.

FAQ

Questions practices ask

Does Steadfill replace my front desk?

No. It handles the repetitive texting, then hands your team a short list of what needs a person: bookings to confirm, questions and anything sensitive.

Do patients need an app?

No. Everything happens by regular text message. The only page they ever open is a simple booking page with no login.

Does it connect to my EHR?

Not yet, and you don't need it to start. Your team uploads the day's schedule in a few minutes. EHR connections are planned for later.

What happens with clinical or crisis messages?

Clinical and billing questions go straight to your staff. A crisis message gets an instant safety reply with 988 and 911 information, alerts your team and pauses all automated texts to that patient.

How long does setup take?

[ADD YOUR SETUP TIME]. We set up your message templates, openings and waitlist with you during the free pilot.

Try Steadfill free for 30 days

We're inviting a small group of practices to pilot Steadfill at no cost and help shape it.

Start a free pilot