Physiotherapists
Booking and clinic software for physiotherapists
Physio has a scheduling shape all of its own: a long initial assessment, then a run of shorter follow-ups that need to happen at the right spacing to be any use, and a fair chunk of it paid for by somebody other than the patient.
Clinic - Monday
Assessment 45 min · follow-up 30 min
An illustration of the kind of screen this builds towards - yours is built around how your physiotherapy clinic actually runs.
The reality
Where the time and money goes in a physiotherapy clinic
Assessments and follow-ups are different lengths
An initial assessment might be an hour, a follow-up half that. A diary that treats them the same either wastes time or runs late all day.
Patients book one session and disappear
Most conditions need a course of treatment. If somebody books a single appointment and never rebooks, they do not get better and they conclude physio does not work.
Insurer paperwork is chased afterwards
Authorisation codes, policy numbers and claim references get collected at the desk or, more often, chased by email a fortnight later when the invoice bounces.
Exercise programmes get lost
A printed sheet of exercises is in the bin or the bottom of a bag by Thursday, and the patient does none of them between appointments.
Referral information arrives in fragments
GP letters, consultant notes and scan reports come by email, post and hand, and end up in three different places.
The approach
How we'd fix it
The scheduling side is straightforward once the appointment types are set up properly: initial assessments with their own length and price, follow-ups shorter, and a rule that a new patient cannot book a follow-up as their first appointment. Treatment blocks - six sessions at a package rate, booked at the right intervals in one go - solve the drop-off problem better than any reminder does, because the whole course goes in the diary on day one.
Around that sits the paperwork. Insurer details, policy numbers and authorisation codes are captured at booking rather than chased later, so self-pay and insured patients are separated from the start. Exercise programmes go out digitally after each appointment, with the patient able to tick sessions off, which both improves adherence and tells you at the next appointment whether they actually did them.
What we build
Built for physiotherapy clinics
Assessment and follow-up appointment types
Different durations, prices and rules, with new patients steered to an assessment first.
Treatment blocks booked in one go
Sell a course of six and book all six at the right spacing immediately, rather than hoping they rebook each time.
Insurer and claim details up front
Policy number, authorisation code and excess captured at booking, so invoicing does not turn into a chase.
Digital exercise programmes
Sent after each appointment with video or images, and tickable, so you know what has actually been done.
Clinical notes and outcome measures
Subjective and objective notes plus outcome scores over time, so progress is visible to you and to the patient.
Room and practitioner scheduling
Treatment rooms, gym space and equipment booked alongside the practitioner, so nothing is double-allocated.
What changes
The difference it makes
- Patients complete courses of treatment instead of stopping after one session
- Invoices to insurers go out right first time rather than being chased
- Exercise adherence improves, which shows up in outcomes and reviews
- The diary reflects real appointment lengths, so clinics stop overrunning
In practice
A worked example: the drop-off after session one
A clinic looked at its own numbers and found that a substantial share of new patients came once and never returned. Not because they were unhappy - they simply never got round to booking the next one, and by the time the pain eased slightly the moment had passed.
The change was small and structural. Instead of selling one appointment, the clinic sold an assessment plus a recommended block, with the follow-ups booked at the right intervals there and then. Patients could still cancel, but the default flipped from "book again when you remember" to "the course is in the diary". Completion rates went up, outcomes went up with them, and so did the reviews.
The systems behind it
What this is built from
Everything on this page is put together from the same handful of systems, shaped around how physiotherapy clinics actually work.
Questions
Physiotherapists - the questions I get asked
Can it handle insured patients differently from self-pay?
Yes. Insured patients are asked for the insurer, policy number, authorisation code and excess at the point of booking, and their appointments are flagged so invoicing goes to the right place with the right references. It removes most of the reason claims get rejected and re-submitted.
How do treatment blocks work in practice?
You define a block - six follow-ups, say, at a package price - and when a patient buys one, all six appointments go into the diary at appropriate intervals straight away. They can move individual sessions, but the course exists from day one rather than depending on them rebooking each week.
Can we send exercise programmes to patients?
Yes, and it makes a real difference to how many people actually do them. Programmes go out after the appointment with images or video, patients tick sessions off, and you can see the adherence before they walk in for the next one - which is a much better conversation than asking whether they have been doing them.
Can new patients book a follow-up by mistake?
No. Follow-ups are restricted to patients who have had an assessment, so somebody new is always steered to the right appointment type and the right length. It sounds minor until you have had a thirty-minute slot booked by someone who needed an hour.
Do you handle GP and consultant referrals?
Referral information can be uploaded at the point of booking or attached to the patient record afterwards, so letters, scan reports and consultant notes live in one place rather than across three inboxes. What we build is the practical side of that; your own clinical record-keeping standards still apply on top.
Similar businesses I work with
All industries →Massage Therapists
Health forms completed before arrival, block bookings that sell themselves, and a diary that copes with clinic days and mobile visits.
Dentists
Automatic recalls, online registration for new patients, protected emergency slots and reminders that bring failed appointments right down.
Personal Trainers
Recurring weekly slots, prepaid session packs that count themselves down, and cancellation rules you do not have to enforce in person.
Run a physiotherapy clinic? Let's have a look at it
Tell me how things work at the moment and I'll come back with a clear, fixed quote - and an honest view on whether it's worth the money. No pressure and no jargon.