Plans of care that get completed.
Outcomes depend on attendance. Attendance depends on the reminder nobody had time to send.
A PT or OT clinic runs on plans of care: two or three visits a week for several weeks, with an authorization that covers a set number of them. Every cancellation is a gap in the plan and a gap in the schedule. Small clinics also live and die by referral sources and, increasingly, by patients who search on their own. The repetitive work — confirmations, reschedules, home-program nudges, intake and outcome forms — is exactly what we automate, with your front desk still in charge.
What actually eats the day
Cancellations on multi-visit plans
A patient booked three times a week cancels once, then twice, then falls off the plan. Confirmation calls help but take a staff member most of the morning.
Authorization visits running out
Tracking how many authorized visits remain, and getting the re-auth started before they run out, is a manual spreadsheet in most small clinics.
Home exercise programs that don't happen
Progress between visits depends on the home program. Without a nudge, most patients do it for a few days and stop.
Intake and outcome questionnaires
New-patient forms, insurance card, referral, and outcome measures collected on paper at the front desk, then keyed into the system.
Depending on referral sources
Physician referrals are the traditional pipeline, but patients now search directly. A clinic that isn't visible for "physical therapy near me" is invisible to them.
Front desk stretched across everything
One or two people handle check-in, scheduling, phones, insurance, and collections. The repetitive tasks crowd out the patient in front of them.
What we take off your plate
The repetitive part, handled. Your team stays in the loop on every patient.
Confirmations, reschedules, and home-program nudges
One-tap confirmations for every visit on the plan, a quick reschedule path instead of a cancellation, and a short home-program reminder between sessions.
Intake and outcome forms before the visit
New-patient paperwork, insurance card photos, and outcome questionnaires completed from the patient's phone and routed to a private staff channel.
A line that reaches the right person
Scheduling, billing, and clinical questions routed correctly; missed calls get a text back with a booking link; voicemails arrive as text.
Visible to patients who search directly
A finished listing with conditions treated, insurance accepted, and booking wired in — for the growing share of patients who don't wait for a referral.
Ranking against the big groups
Condition and service pages, technical fixes, and local links, monthly, so a small clinic keeps showing up next to the hospital-owned ones.
Booking that talks to your clinic software
We build online scheduling that writes into the system your clinic already runs, so a patient books an evaluation from your website and it lands on your real schedule. Our most recent build is for chiropractors on ZhealthEHR (live demo available); the same approach is built against your PT or OT platform.
- WebPT
- Prompt
- Jane
- Clinicient
- Raintree
- …and whatever you're running
Names are for orientation — we build to your native booking, not a lookalike calendar on the side.
Answers before you ask.
Can reminders account for authorization limits?
We can build reminders and internal alerts around visit counts you track — for example, a note to the front desk when a patient is three visits from the end of an authorization — so the re-auth starts on time. Your staff makes the call; the system makes sure it isn't forgotten.
Do home-program reminders actually help?
A short text a few days after a visit — "how's the program going? reply if anything hurts" — keeps the plan present and gives patients an easy way to flag problems early. Your therapists write the wording; we schedule it.
We get most patients from physicians. Is search visibility worth it?
Referrals stay important. But a growing share of patients search on their own, and even referred patients look you up before calling. A finished listing and a fast site are the minimum; ranking well is what wins the ones who don't have a referral.
Ready to keep patients through the plan?
Tell us what's eating your week and we'll tell you honestly what we'd automate first — and what we'd leave alone.