For psychotherapists

The waiting list that does not live on your answering machine

Structured online initial inquiry instead of a callback marathon: concern, urgency and insurance status at a glance. GDPR-compliant for Art. 9 health data, hosted in Germany.

Set up waiting list
What is asked?

~15 Min of phone time saved per initial inquiry

The break-time marathon

Answering machine as waiting list

Inquiries arrive during sessions. In your 10-minute break you check voicemail, call back, reach no one, leave a message — and the cycle starts over.

Inquiries missing the key details

"Please call back about a therapy slot" — no concern, no urgency, no insurance status, no availability. Whether the inquiry matches your capacity and licence only becomes clear on the phone.

Art. 9 data scattered across your computer

Health data is a special category under Art. 9 GDPR. An Excel list on the practice computer, sticky notes and a mail inbox meet neither access-control nor deletion requirements.

How Questee solves this

  1. 1

    Publish the initial-inquiry form

    Set up a form with your criteria: concern (free text + categories), urgency, statutory/private/self-pay, availability, previous therapy experience. Link on your website and voicemail greeting.

  2. 2

    Inquirers fill in at their own pace

    One question per screen, considerate wording, mobile-friendly. Callers hear the form link in your voicemail greeting — a lower barrier than waiting for a callback during practice hours.

  3. 3

    Waiting list sorted by your criteria

    All inquiries structured in one overview: filterable by urgency and insurance status. When a slot opens, you instantly see who fits — and call one person instead of five.

Built for sensitive inquiries

Art. 9-grade data handling

Encrypted storage, access control, Art. 28 DPA — instead of Excel on the practice computer.

Hosted in Germany

Servers in Germany, no US transfer. Health data stays in the country.

Conditional logic

Follow-up questions only when relevant — e.g. reimbursement only for private insurance.

Automatic deletion periods

Retention policy deletes inquiries after your set period — deletion concept included.

Fillable on mobile

One question per screen, low barrier — even from the sofa in the evening.

Notification on submission

E-mail on new inquiry — you decide when to read it. No ringing during sessions.

Priced for a practice

Free covers the start (100 responses/month). Pro for full waiting lists and a custom domain — €9/month billed annually.

Free

3 forms, 250 responses/month

Pro

Unlimited, 10,000 responses/month, AI included

View all plans

Questions from practice

Am I allowed to collect health data online at all?
Yes — with consent under Art. 9(2)(a) GDPR and a processor that meets the requirements. Questee provides the consent step in the form, encrypted storage in Germany and the Art. 28 DPA. That is far cleaner than an unsecured Excel list or inquiries via unencrypted e-mail.
How is this different from Calendly or a booking tool?
Booking tools solve a different problem: assigning free slots. A waiting list needs structured initial inquiries — concern, urgency, insurance status, availability — without a free slot existing yet. That is what the form captures; you assign appointments later, when a slot opens.
Does this replace the 116117 appointment service?
No — the appointment service brokers initial consultations but does not replace your own waiting-list management for guideline-therapy slots. The form organises exactly that part: who is waiting for a slot with you, with what concern, since when.
How do I lower the barrier for inquirers?
One question per screen, no account needed, fillable on mobile at any time of day. You phrase the questions yourself — considerate, in your own voice. Many people prefer filling in a form in the evening over calling an unfamiliar practice during the day.
How long are inquiries stored?
You decide — e.g. 12 months. An automatic retention policy deletes expired inquiries, with audit trail. This satisfies storage limitation under Art. 5 GDPR without manual clean-up.
Can I ask whether someone has statutory or private insurance?
Yes — as a choice field with statutory/private/self-pay/reimbursement. Conditional logic adds matching follow-ups, e.g. reimbursement under Section 13(3) SGB V only for statutorily insured inquirers without a slot offer.
What does it cost for a solo practice?
The free plan (100 responses/month) is enough for most solo practices — a waiting list rarely fills faster. Pro is €9/month billed annually and adds unlimited forms, custom domain and branding freedom.

Never transcribe your waiting list from voicemail again

Set up the form, link it on your website and voicemail greeting, receive structured inquiries. Start free.

Set up your waiting list now