Course tracking, exercise reminders and follow-ups for physiotherapy clinics
A patient books six sessions, comes to three and disappears once the pain eases. We build a system that keeps them on the plan, sends their exercises between visits and checks in after the last session.
What can AI do for a physiotherapy clinic?
AI can keep patients on their treatment plan at a physiotherapy or chiropractic clinic. It books the next session, notices when someone stops booking halfway, sends exercise reminders between visits and checks in a few weeks after the last session. Your physios spend their hours treating patients.
Patients tend to stop when the pain eases, before the plan is done. The system knows how many sessions each plan has and how many are left, and messages the patient when a session goes unbooked.
Chiropractic patients on maintenance visits get the same care: a message when their usual gap is up, with times from their chiropractor.
What we build for a physiotherapy clinic
Patients who stop halfway through a plan
Each Monday the clinic gets a list of patients with sessions left on their plan and nothing booked. The physio picks who gets a nudge. Some patients are better and the physio closes the plan. Others get a message with times.
The list comes from a patient record that knows the plan, the sessions used and the physio. We build those records as custom CRMs around how your clinic works.
- Markknee, 3 of 6 left
- Lucylower back, 2 of 5 left
- Samankle, 4 of 6 left
Calls while you're treating
A missed call gets a WhatsApp or text within a minute, with a link to book or a question about what the caller needs. The assistant replies in the language the customer writes in, and you read every conversation in your own.
If you want, an AI assistant answers the call instead, books the session and sends you a short summary. Anything it can't handle comes to you. It tells callers they're speaking to an assistant. We set it up on a proven voice platform and connect it to your diary.
Exercises between sessions
The physio picks the exercises at the end of the session. The patient gets the sheet or a short video in the chat, with a reminder on the days the physio chose. When the plan changes, the reminders change with it.
A reply like "the lunges hurt" goes to the physio before the next session. We run these messages on WhatsApp automation or SMS, whichever the patient uses.
Insurance and package sessions counted
An insurer approves six sessions, or a patient buys a pack of five. The system counts each session against it. Two sessions before the end, the physio gets a note to ask for more sessions or plan the last ones.
Nobody counts by hand at the desk. We build these counters and alerts as part of our operations automation.
A check-in after the last session
Six weeks after discharge, the patient hears from you: how is the knee? "All good" closes the loop. "It's back" offers a review with the same physio before the problem settles in again.
The check-in runs on a schedule, like the AI employee we built on Telegram, and reports who answered and who booked.
What you get with a physiotherapy clinic build
A plan on each patient record
The problem, the physio, sessions planned and used, pain scores and the exercises given.
Google reviews answered
We draft a reply to each Google review for you to approve, and post holiday hours and clinic news to your Google profile.
Exercise reminders
The physio's sheet or video on the days they chose, with replies passed back before the next session.
Session counters
Insured sessions and prepaid packs counted, with a note two sessions before the end.
Follow-up after discharge
A check-in at the week you choose, and a review offered to patients whose pain is back.
Forms before the first visit
New patients fill in their health form on their phone before they arrive. The form lands on their record, stored securely, and only the clinic sees it.
How we set it up for your clinic
The audit
FreeYou show us how plans, exercise sheets and follow-ups work today, and which clinic software you use. We tell you what to automate first and whether that software can stay.
You getA written plan of what to automate first, yours to keep.Build and test
One fixed priceWe build the plan tracking, the exercise reminders and the follow-ups, bring across your patient list, and test each message on our own phones. Your physios approve the wording first.
You getA working, documented system. Once you've paid, the code we wrote is yours.Running it
A monthly rateWe keep it running, adjust the messages as you see what patients answer, and add physios, treatments or a second clinic when you grow.
You getA monthly rate for the scope we agreed.
How much does a physiotherapy clinic follow-up system cost?
A physiotherapy clinic system costs a fixed price to build and a monthly rate to run. The audit that scopes it is free. If the clinic needs a new website, our managed websites start from $790 at launch prices.
WhatsApp and SMS providers charge per message. You can use your own provider accounts and pay the providers yourself, or we manage them and estimate the cost from your patient numbers. For a first number, estimate your build. See how the build price and the monthly rate work.
Questions physiotherapy clinics ask us
How can a physiotherapy clinic stop patients dropping out of treatment plans?
A physiotherapy clinic can catch patients dropping out of treatment plans by tracking sessions left and sessions booked. The system we build gives the physio a weekly list of patients with sessions left and nothing booked. The physio closes the plans of patients who are better, and the rest get a message with times from their own physio.
Can a physio clinic send home exercise reminders between sessions?
Yes. A physio clinic can send home exercise reminders with the sheet or a short video the physio chose, on the days the physio set. The patient taps done or says something hurts. Replies about pain go to the physio before the next session. When the physio changes the exercises, the reminders change with the plan.
When should a physiotherapist follow up after the last session?
A physiotherapist can follow up a few weeks after the last session, at the point the physio chooses for that problem, such as six weeks for a knee. In the system we build, the patient answers all good or that the pain is back. Patients whose pain is back get times for a review with the same physio.
Does the same system work for a chiropractic clinic?
Yes. A chiropractic clinic uses the same system for courses of adjustments and for maintenance visits. The record holds each patient's usual gap between maintenance visits, and when that gap is up, the patient gets a message with times from their chiropractor. The session counters and the check-in after a course work the same way as for physiotherapy.
Does the AI give patients medical advice?
No. The AI in the systems we build books sessions, sends the exercises your physio chose and passes questions on. Any reply about pain, a new symptom or worry goes to the physio with the patient's record attached. Your physios write and approve every message the AI sends, and they decide what happens next.
Can you add this to the clinic software we already use?
Often, yes. If your clinic software lets other software read appointments and patient details, through an API or webhooks, we add the plan tracking, reminders and follow-ups on top of that clinic software. If the software is closed, we build the booking and patient records for you and move your patient list across. The free audit checks which applies before you pay anything.
Do I need this if my clinic software already sends reminders?
Maybe not. Keep your clinic software. We add only what the clinic software can't do, such as WhatsApp messages, the list of patients with sessions left and nothing booked, exercise reminders and answering the phone when you can't. If your clinic software already does all of that, the free audit tells you so, and you don't need us.
How much does a follow-up system for a physiotherapy clinic cost?
A follow-up system for a physiotherapy clinic costs a fixed price to build and a monthly rate to run, and the audit that scopes the work is free. Managed websites start from $790 at launch prices. The monthly rate is set for the scope we agree, and we re-quote if the scope or the number of messages changes a lot.
The services behind it
Custom CRMs
Client records built around where your clients already talk to you, with reminders of who to follow up with.
About custom CRMs
AI employees
An AI worker that owns one recurring job, such as the morning report or client follow-ups, runs it on a schedule and logs every step.
About AI employeesHow many of your patients finish their plan?
Bring a rough count from last quarter and we'll show you where follow-ups fit, before you spend anything.