CRM for physiotherapy
A physiotherapy CRM that keeps patients coming back until they are better
Track every patient's plan of care, catch drop-offs early and fill your diary. Your AI manager books and reschedules sessions on every channel, day and night.
CRM included in every plan, from $39/month. AI manager included.
New inquiry
Assessment booked
Plan of care agreed
Package purchased
Quick answer
How can a physiotherapy CRM reduce patient drop-off?
A physiotherapy CRM tracks how many sessions each patient has booked against their plan of care, and follows up when someone stops coming. Clientager stores plan length, sessions used and next appointment on every record, sends rebooking nudges automatically, sells session packages with payment links, and uses an AI manager to answer calls and WhatsApp 24/7 so patients can rebook in one reply.
Built for physiotherapy clinics and physical therapists
Your Physiotherapy CRM comes set up with the stages and fields physiotherapy clinics and physical therapists actually use. Change anything, add your own.
Pipeline stages
- New inquiry
- Assessment booked
- Plan of care agreed
- Package purchased
- Won
What each record holds
- Injury or condition area
- Referral source or doctor
- Plan of care length
- Sessions completed
- Next appointment
- Treating physio
- Sport or activity
- Insurer or self-pay
- Discharge date
Plan of care tracking
Store plan length, sessions completed and next appointment on every patient. A smart list shows anyone mid-plan with no future booking, so you catch drop-offs before they become lost patients.
Session packages
Add assessments, single sessions, 6-session and 10-session packages to your catalog. Send an invoice with a pay-by-link through your own Stripe, Razorpay or PayPal account.
Diary and calendar
Bookings for each physio sit in one week view with tasks. Reception can see gaps and fill them from a waitlist smart list.
Referral source tracking
Record which doctor, gym, club or coach referred each patient. Reports show which referrers send the most patients who complete their plan.
Exercise reminders and check-ins
Send saved SMS or email templates between sessions, such as a reminder to do home exercises or a check-in on pain levels.
Assignment by physio
Assign each patient to a treating physio. Staff see their own patients, bookings and tasks, but not payments or revenue.
Included: Clientager AI manager
A CRM that fills itself in
Most CRMs wait for someone to type. Your AI manager answers calls, WhatsApp, SMS, website chat and email 24/7, then writes every contact, booking and next step into the CRM for you.
Books new assessments
A runner calls on Saturday about knee pain. The AI manager books an initial assessment, records the injury area and referral source, and creates the record.
Rebooks missed sessions
When a patient replies to a nudge, it offers times with their usual physio and books the next session in the same conversation.
Explains packages and prices
It answers questions about session lengths, packages and what to wear, then sends a payment link if the patient wants to buy.
Handles cancellations without gaps
A patient cancels by WhatsApp. The AI manager reschedules them and creates a task so reception can offer the freed slot to someone waiting.
Gives each patient a summary
Physios see a short summary of recent conversations and a suggested next step before each session.
How a physiotherapy runs on Clientager
- 01
First contact
A patient messages about shoulder pain after a tennis match. The AI manager books an assessment and records the referral from their coach.
- 02
Assessment and plan
The physio agrees a plan of six sessions, reception sends a package invoice, and the patient pays by link.
- 03
Mid-plan wobble
After session three the patient stops booking. Two weeks later a nudge goes out and the AI manager rebooks them.
- 04
Discharge and maintenance
At discharge the patient moves to Won. A month later they get an offer for a maintenance session before the season starts.
Automations ready to switch on
- When Booking completed→ Wait 1 day, then send an SMS reminding the patient to do their home exercises and to book the next session.
- When No visit for 14 days→ Send a rebooking nudge by SMS and create a call task for reception if the patient is mid-plan.
- When Quote accepted→ Send the package invoice and move the patient to Package purchased.
- When Pipeline stage changes to Won→ Wait 30 days, then send a check-in email offering a maintenance session.
- When New contact with referral source filled in→ Add a tag for the referrer and create a task to send a thank-you note.
Spreadsheets vs. Clientager
Spreadsheets and generic CRMs
- Patients stop halfway through their plan and nobody notices.
- Packages are tracked on paper or in a spreadsheet.
- Cancellations leave empty slots in the diary.
- No idea which referrers send patients who finish their plan.
Clientager Physiotherapy CRM
- A smart list shows every patient mid-plan with no booking.
- Packages sit in the catalog with payment links.
- The AI manager reschedules and frees slots for others.
- Reports show referrals and completion by source.
Why physiotherapy clinics need a physiotherapy CRM
In physiotherapy, the hard part is not getting the first booking. It is getting patients to finish their plan. Many feel a bit better after a few sessions and simply stop coming, which is bad for their recovery and for your diary. A physiotherapy CRM tracks plan length, sessions completed and next appointment on every patient, so you can see who is drifting before they disappear. Clientager keeps all of that on one record with every call, message and booking.
Clientager does not replace your clinical notes or exercise prescription software. Keep assessments and treatment notes there. Use Clientager for the parts that fill your diary and keep patients engaged: bookings, reminders, packages, follow-ups and referrals, all in one place your whole team can see. Reception, physios and the clinic owner all work from the same patient timeline, so a message taken at the front desk reaches the treating physio without a sticky note or a hallway conversation.
Catch drop-offs before they happen
A smart list of patients who are mid-plan with no future booking is the most useful list in a physio clinic. Clientager builds it from the fields on each record. Automations send a friendly rebooking nudge when a patient has had no visit for the number of days you set, and create a call task for reception if the nudge does not work.
When the patient replies, the AI manager offers times with their usual physio and books the session in the same conversation. No phone tag, no waiting for reception to open. Between sessions, saved templates remind patients to keep up their home exercises, which keeps them engaged with their recovery and with your clinic. Each reminder is logged on the timeline, so the physio can see what was sent before the next session.
- Mid-plan, no future booking smart list
- Rebooking nudges after missed weeks
- Home exercise reminder templates
Packages, referrals and maintenance sessions
Selling a package of sessions up front helps patients commit to their plan. Add packages to your catalog, send an invoice with a secure payment link through your own account, and Clientager marks it paid automatically. You can see how many sessions remain on each patient's record, so reception can remind them before it runs out. Staff can also see the package on the timeline when they book, which avoids awkward questions at the front desk about what has been paid.
Referrals from doctors, coaches, gyms and sports clubs are the lifeblood of many clinics. Record the referral source on every patient, and reports show which referrers send patients who complete their plan. After discharge, an automation can offer a maintenance or pre-season session, which keeps former patients coming back and gives you a reason to stay in touch. It also gives you a simple way to thank your best referrers, because you can see exactly who sent which patients.
Questions about the CRM
What is the difference between a physiotherapy CRM and an AI manager?
The physiotherapy CRM holds patient records, plans of care, bookings, packages, referrals and reports. The AI manager is the agent that answers calls, WhatsApp, SMS, chat and email. In Clientager the AI manager books and reschedules sessions and writes every conversation into the CRM, so your diary and records stay up to date.
Does it replace my clinical notes software?
No. Keep assessments, treatment notes and exercise programs in your clinical software. Clientager manages the patient relationship around them: bookings, rebooking nudges, packages, payment links, referrals and messages. Many clinics use both side by side. The two systems simply cover different jobs, and CSV export lets you move contact data when you need to.
Can I import my current patient list?
Yes. Import from any spreadsheet or CRM export via CSV. Map columns to fields such as treating physio, referral source and sessions completed. Clientager detects duplicates by phone and email and lets you merge them, so each patient has one clean record.
Can physios see their patients without seeing revenue?
Yes. Give physios and reception staff accounts. They can see patients, bookings, messages and tasks but not payments, billing or revenue reports. Owners and managers see everything. Starter includes 2 logins, Growth 5 and Scale unlimited. The activity log shows who changed each booking or patient field.
Can patients buy session packages online?
Yes. Add your packages to the catalog, then send a quote or invoice with a pay-by-link through your own Stripe, Razorpay or PayPal account. The invoice is marked paid when the patient pays, and an automation can move them to the right pipeline stage.
Will the AI manager book with the right physio?
Yes. Record the treating physio on each patient. When the patient asks to book or reschedule, the AI manager offers times with that physio first. New patients can be booked with whoever has the right availability for an assessment. You can change the assigned physio on the record at any time.
How much does it cost?
The CRM is included in every Clientager plan, and plans start at $39/month. Book a live demo to see plan tracking and rebooking nudges with your own services. You can get a refund before the AI agent goes live if it does not suit your clinic.
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