You treat patients. We keep the book full. RetainMore builds and runs the follow-up your front desk never gets to, from the enquiry that lands at 7pm to the patient who quietly stopped booking, inside the booking system you already use.
Whatever your clinic runs, it is good at booking. The revenue leaks at the moments nobody is at the desk, and those moments keep the same times every week.
The 4:12 pm cancellation text. Nobody replies, and nobody offers the slot to anyone else.
The patient did their part, and they gave you a whole afternoon of notice. But reselling that slot means someone at the desk stopping to ring the waitlist, and at 4:12 on a Friday nobody can. By Monday the appointment has already been and gone. The slot expires unoffered, at full fee.
Thursday night's new-patient enquiry, still unread on Monday morning.
A new patient looking for help tonight is usually enquiring at three clinics, not one. The first practice to answer wins them, and over a weekend, that is never the practice whose form sat unread.
James misses his 9am. "Call James to rebook" joins the desk's to-do list, under everything else.
Nobody forgets the patient. The callback just lands on the busiest person's list, and the patient in front of the desk always outranks the one who didn't show. By the time the list gets quiet, so has James.
We audited what the major booking systems ship natively before building anything. Each item below says honestly where it stands, and if your system already half-covers one, you hear that on the call rather than paying us to rebuild it.
Native in one booking system, and rarely switched on anywhere
Tomorrow's 12:30 cancels at eight in the evening. Your waitlist hears about it that night, the first yes takes the slot, and the desk finds a full book in the morning. Every unfilled cancellation is the full fee, gone.
In no booking system
Booking systems take bookings. Nothing in them answers the web enquiry that lands at 7pm, and new patients book wherever answers first. Every enquiry gets an immediate, personal reply with a booking link, whatever the hour.
In no booking system
Patients with a habit of missing appointments get the fuller follow-up. Reliable patients get a lighter touch. Nobody gets over-messaged, and it layers on top of whatever your system already sends.
In no booking system
A GP Chronic Condition Management Plan covers five allied health visits a year, shared across every discipline, resetting 1 January, and referrals expire on their own clock. Patients often stop coming because the paperwork lapsed, not because they wanted to. We track it and prompt them first.
In no booking system
Your system reports bookings and invoices. Nothing shows retention and growth in one place. We build that view, and someone accountable watches it: we build it, we monitor it, and it's our name on it working, not one more login for you.
Not our number, yours. Two figures from your own booking system and the arithmetic does the rest.
No-shows plus late cancellations that never refilled. Your booking system can count these in a minute.
In private practice the loss is the fee itself, not just the staff time.
That is $15,120 across a year, before any of it is chased.
And that only counts the appointment. A patient who stops coming altogether takes the rest of their course with them.
We are not going to tell you what share of it is recoverable. That depends on your booking system and your patient mix, and working it out on your actual setup is what the 15-minute call is for.
Nothing you type here leaves this page.
Reliable, predictable follow-up connected directly to your booking system. Nothing unpredictable making decisions about your patients, and no costs that climb as your clinic grows.
A patient cancels tomorrow's 12:30 at eight in the evening. Your waitlist hears about it that night, the first yes takes the slot, and the front desk finds a full book in the morning.
An SMS goes out within 30 minutes of a marked no-show, an email with a direct rebook link follows at 24 hours, and a final nudge or receptionist flag at 7 days.
A web enquiry gets an immediate, personal reply, a real back and forth if they want one, and the booking link when they're ready. Not a Monday-morning callback to someone who booked elsewhere on Thursday night.
RetainMore is run by a qualified biomedical engineer with consulting experience across allied health. That background matters for the two assurances you should expect from anyone working inside your practice: fluency with AHPRA's advertising rules, and careful handling of sensitive patient information. In medical technology those aren't things you read up on afterwards; they're the conditions the work is done under, and this system was built inside them from the outset. The audit works the same way: before anything is quoted, we go through what your booking system already covers, feature by feature, so you hear which gaps it closes on its own before an invoice, not after. That's how we'd want to be sold to, so that's how we sell.
It gets built, it runs, and it's watched, month to month, no lock-in. Everything we write for you stays yours if you leave.
What your patients will do. Nobody can honestly guarantee that, and you should be wary of anyone who does.
Setup covers the build. The monthly retainer covers monitoring and maintenance, not audit work, which is a one-time cost, done once, in the setup fee.
15 minutes. We'll map which of these gaps are real for your specific booking system, and what closing them is worth.
Book 15 minutes with MarcusNo pitch deck. No obligation. Just the numbers.
AHPRA holds your clinic responsible for anything sent in its name, including what a tool sent for you. Our templates never ask for a review, never mention a treatment outcome, and never sweep your whole patient list on a timer. That's a design decision, and we put it in writing.
How we handle it →