Healthcare scheduling is getting more complex. Patients expect instant booking. Multiple locations need coordination. Staff schedules shift constantly. And the old paper-based appointment systems? They’re creating more problems than they solve.
But here’s what hasn’t changed:
If you have the right scheduling software, you can still deliver exceptional patient care across multiple urgent care locations.
Not by juggling spreadsheets, but by automating bookings, streamlining staff management, and focusing on what drives real patient satisfaction.
The best multi-location scheduling tools help you do exactly that:
- Coordinate appointments across all your clinic locations
- Manage staff schedules with complete flexibility
- Reduce patient no-shows with automated reminders
- Process payments seamlessly at point of booking
- Track performance metrics across your entire network
These are the tools that help urgent care networks serve over 300+ patients daily across multiple locations.
The best part?
These platforms work great for both single urgent care clinics looking to expand and established multi-location networks. No matter your current size or patient volume.
My Top Multi-Location Scheduling Software for 2025
- Trafft: Comprehensive multi-location management with 24/7 patient booking
- SimplePractice: Healthcare-focused scheduling with robust patient management
- Acuity Scheduling: Flexible appointment system with powerful automation features
Trafft
Best for urgent care clinics managing multiple locations with diverse staff schedules
Pricing: From $12 per month; free plan available for up to 5 users
Trafft consistently appears on these lists, but for urgent care specifically, it’s seriously powerful. You can manage virtually any scheduling complexity across multiple locations, making it a viable all-in-one solution.
But I don’t use Trafft for everything.
I use the best tool for each specific need. And Trafft REALLY excels at multi-location coordination for healthcare practices.
Centralize All Your Clinic Locations
Trafft’s multi-location management is my go-to for urgent care networks.
It helps you coordinate patient flow across multiple clinic locations in real-time. And it reveals which locations are busiest during specific time periods.
Let’s say you operate three urgent care clinics across different neighborhoods.
You can instantly see appointment availability across all locations:
Patients can book at whichever location works best for them, and your staff can easily transfer between locations based on demand.
I can then check exactly what percentage of appointments come from walk-ins versus online bookings (helping optimize staffing levels):
If one location consistently has higher patient volume during evenings, you can adjust staffing accordingly.
Coordinate Staff Across Multiple Locations
The most powerful thing Trafft offers for urgent care is flexibility. Specifically: How staff can work across multiple locations with seamless schedule management.
That’s where the employee management system comes in.
It tracks your medical staff across all clinic locations, measuring:
- Individual provider schedules and availability
- Cross-location coverage and shift swapping
- Patient-to-provider ratios at each location
- Staff utilization rates and productivity metrics
- Real-time schedule adjustments and notifications
If you’re managing multiple urgent care locations with rotating medical staff, this provides the most advanced scheduling coordination available.
Reduce Patient No-Shows Automatically
I also value Trafft’s automated reminder system (available across all plans). This helps reduce no-shows significantly while improving patient communication.
For example, when I set up automated reminders for an urgent care clinic, the system revealed that patients responded better to SMS reminders sent 2 hours before appointments rather than 24 hours prior.
The tool also made a helpful recommendation to solve scheduling gaps:
Send follow-up messages to patients who miss appointments, offering easy rescheduling options.
That’s the real value here: Trafft doesn’t just manage appointments.
It also surfaces patterns from patient behavior. So you can identify peak times and adjust staffing before wait times become problematic.
Track Performance Across All Locations
I also appreciate Trafft’s business analytics (available in all paid plans). This helps me understand how each urgent care location performs compared to the network average.
For example, when I analyze a multi-location urgent care network, I notice that “evening appointments” consistently drive the highest patient satisfaction scores:
This tells me that after-hours availability is a core competitive advantage for urgent care operations.
Each location also breaks down into specific metrics and patient demographics.
For example, “pediatric urgent care visits” drives significant patient volume with high satisfaction ratings. The patient demographic data (showing 65% parents of children under 12) tells me this is a sustainable patient segment worth expanding services for.
These are all valuable insights that can help urgent care administrators form data-driven operational strategies.
Pros & Cons
| Pros | Cons |
|---|---|
| Comprehensive multi-location management for healthcare practices | The extensive feature set can feel overwhelming for single-location practices |
| Advanced patient communication tools with automated reminders | |
| Specialized solutions for medical practices and healthcare providers |
Trafft Alternative: SimplePractice
SimplePractice is another healthcare-focused scheduling platform. It also provides tools for patient management, billing coordination, and clinical documentation.
It has a clean, medical practice-oriented interface, and my main use case is the patient portal for secure communication.
Although I also use it for insurance billing integration, typically alongside Trafft (as every healthcare software’s patient management approach differs, so using multiple tools can provide comprehensive coverage).
But overall, Trafft offers more multi-location coordination features at a similar price point (depending on the specific plan you choose).
It also lets you manage various operational aspects all in one platform, including scheduling, payments, patient communication, and staff coordination. SimplePractice is primarily focused on individual practitioner workflows.
SimplePractice
Best for healthcare providers who need integrated patient management with scheduling
Pricing: From $39 per month; 30-day free trial available
SimplePractice is my preferred tool for healthcare practices that need more than just scheduling. I can manage patient records, billing, and appointments in one comprehensive system.
It helps me track patient history, insurance information, and treatment plans alongside appointment scheduling. This makes coordinating care across multiple urgent care visits much more efficient.
HIPAA-Compliant Patient Management
SimplePractice excels at maintaining patient records securely while coordinating appointments across providers.
For urgent care clinics, this means I can quickly access patient history when they book follow-up visits or seek care at different locations.
Integrated Billing and Insurance Processing
The platform handles insurance verification and billing automatically, which saves significant administrative time for urgent care staff.
This integration means fewer billing errors and faster payment processing for both insurance and self-pay patients.
Pros & Cons
| Pros | Cons |
|---|---|
| HIPAA-compliant patient record management | Higher cost per provider compared to general scheduling tools |
| Integrated billing and insurance processing | Limited customization options for non-healthcare businesses |
Acuity Scheduling
Best for urgent care clinics that need flexible appointment types and automated workflows
Pricing: From $14 per month; free plan available
Acuity Scheduling provides powerful automation features that work well for urgent care clinics with varying appointment types and lengths.
I use this tool when clinics need to offer different service types (urgent care visits, physicals, vaccinations) with different time requirements and staff assignments.
Flexible Appointment Configuration
Acuity allows you to set up different appointment types with varying durations, required forms, and staff assignments.
This works perfectly for urgent care clinics that offer both quick sick visits and longer preventive care appointments.
Advanced Automation Features
The platform can automatically assign appointments based on staff availability, send intake forms before visits, and process payments at booking.
Pros & Cons
| Pros | Cons |
|---|---|
| Highly customizable appointment types and workflows | Can be complex to set up initially |
| Strong automation features reduce administrative work | Less healthcare-specific features compared to medical practice software |
Other Tools I Use in Our Clinic Operations
Managing urgent care scheduling at scale requires more than just appointment booking tools.
At our healthcare network, we use project management, reporting, and communication tools. They help us keep everything running smoothly, even if they’re not specifically medical scheduling tools.
Here’s what we use:
- Microsoft Teams for coordinating urgent care staff communications across locations. It’s HIPAA-compliant and easy to integrate with existing systems.
- Power BI for real-time operational reporting. It gathers data from scheduling systems and patient management platforms to track performance across all locations.
- Slack keeps our administrative workflow organized. It helps us assign tasks, track patient follow-ups, get management approvals, and coordinate multi-location operations efficiently.
- Figma helps us design patient flow layouts for new urgent care locations and improve our facility organization.
There are obviously many other scheduling tools available for healthcare practices. But these are the ones I recommend trying first for urgent care operations.
A comprehensive multi-location scheduling tool is essential, as it lets you coordinate most operational tasks across all clinic locations.
But beyond that, you can add specialized healthcare tools to your technology stack as your patient volume grows.
Visit Trafft to start with their free plan, or explore SimplePractice for more healthcare-specific features. Acuity Scheduling offers excellent flexibility for practices with diverse appointment types.
