For physiotherapy and physical therapy clinics
An AI physiotherapy receptionist that keeps patients booked through their whole plan
Clientager answers new patients, books initial assessments with the right therapist, collects insurance and referral details, and reminds patients to complete their course of care.
Ready for your review in 24–48 hours
Clientager: Hi, thanks for calling. I'm the clinic's AI assistant. This call may be recorded. How can I help?
Customer: I had ACL surgery three weeks ago and my surgeon said I need to start physio.
Clientager: Thanks for letting me know. We'll book you with a therapist who specializes in post-surgical knee rehab. Do you have a referral or protocol from your surgeon?
Customer: Yes, I have a paper from the hospital.
Clientager: Great, please bring it or upload it with your intake form. Will you be using insurance, and if so, which plan?
Customer: Blue Cross through my employer.
Clientager: Thank you. Our front desk will verify your benefits before your visit. Ryan, our sports and post-op therapist, has an initial assessment Friday at 8 am or Monday at 3 pm. Which suits you?
Customer: Friday at 8. I'm Olivia.
Clientager: You're booked for Friday at 8, Olivia. I'm texting your intake form now. Please wear shorts, and if you notice calf pain, swelling or shortness of breath before then, call 911 or go to the emergency room.
What Clientager did
- Initial assessment booked: Fri 8:00, post-op ACL
- Insurance details recorded for benefits verification
- Intake form and referral upload link sent
Quick answer
What does an AI physiotherapy receptionist do?
An AI physiotherapy receptionist answers calls and messages, books initial assessments and follow-up sessions with the right therapist, collects insurance, referral and injury details, and sends intake forms and reminders. It fills cancellations from a waitlist and prompts patients who stop booking before their plan ends. It does not diagnose or advise on exercises; red-flag symptoms are routed to emergency services or clinical staff.
Illustrative example
Customer message
Do you take my insurance?
Happy to help with that. Let me check and get it sorted for you now.
Saved to the customer record
What Clientager handles for physiotherapy
- Book initial assessments
- Match patients to therapists
- Collect insurance details
- Check referral requirements
Live availability
Booked · reminder scheduled
What gets missed today
Therapists answer phones between patients
In small clinics, physios check voicemail between sessions. New patients in pain call the next clinic instead of waiting for a callback.
Insurance and referral questions
Is a referral needed? Is my plan accepted? How many visits are covered? These questions take time and often need details patients don't have handy.
Patients drop off mid-plan
When pain eases, patients stop booking even though the plan isn't complete. Outcomes suffer and so does the clinic's schedule.
Late cancellations leave gaps
Cancelled sessions on the same day are rarely refilled, even though other patients would gladly take an earlier slot.
What Clientager can handle for you
- Book initial assessments
- Match patients to therapists
- Collect insurance details
- Check referral requirements
- Send intake forms
- Fill cancellations from waitlist
- Re-engage dropped patients
- Route red-flag symptoms
Enquiries it handles every day
- “Do I need a doctor's referral?”
- “Do you take my insurance?”
- “Can I book with the same physio as last time?”
- “How long is the first appointment?”
- “Do you treat pelvic floor issues?”
- “My back is killing me. Can I be seen today?”
- “Do you handle work injury or auto accident claims?”
- “What should I wear to my appointment?”
How it works
- 01
Patient reaches out
By phone, website chat, SMS or WhatsApp. The agent introduces itself as the clinic's AI assistant and asks how it can help.
- 02
Understand the need
It asks which body area is affected, how it happened, whether it follows surgery, and any red-flag symptoms on your clinic's list.
- 03
Insurance and referral
It records insurance or funding details, workers' compensation or auto claim information, and whether a referral is needed for that payer.
- 04
Book the right therapist
It books an initial assessment with a therapist who treats that condition, sends intake forms and tells the patient what to wear and bring.
- 05
Keep the plan on track
After the assessment it books follow-ups at the frequency prescribed, sends reminders, fills gaps from the waitlist and checks in with patients who stop booking.
Physiotherapy booking AI that matches the patient to the right therapist
Physiotherapy clinics are rarely one-size-fits-all. A runner with an ankle sprain, a post-operative shoulder, a pelvic health referral and a patient with dizziness each need a different therapist and appointment type. Clientager asks enough to route correctly, such as body area, cause, surgery history and goals, then books the right assessment length with a therapist who treats that condition. Unclear cases go to the front desk.
New patients receive intake forms, information about what to wear and bring, parking details and your cancellation policy. Returning patients can book straight back in with their usual therapist. The agent works around each therapist's availability and your clinic's rules, like keeping early slots for working patients or blocking time for documentation. Group classes such as Pilates can be booked the same way.
Insurance, referrals and claims paperwork
Funding questions are among the most common and time-consuming calls. The agent collects insurance or funding information, whether the injury relates to a work or auto claim, and any claim numbers, and explains your general policies on referrals and direct access using the information you provide. Your billing team verifies benefits; the agent makes sure they have what they need before the patient walks in.
Payments for self-pay patients, deposits or outstanding balances can be handled through secure payment links. The agent never asks for card numbers or policy member IDs in insecure ways, and patients are asked to upload referral letters through your secure intake form. Patients get clear cost information before their first visit, which avoids surprises at checkout, and your front desk spends less time on the phone explaining invoices.
A physio appointment assistant that helps patients finish their plan
Results depend on patients attending the sessions their therapist prescribed. After the initial assessment, the agent can book the full series at the recommended frequency, send reminders before every session, and offer easy rescheduling instead of a silent no-show. When a patient stops booking before their plan ends, it checks in politely and offers a time, flagging any change in symptoms for their therapist.
Same-day cancellations become opportunities. The agent offers freed slots to patients on your waitlist or to those who asked for earlier appointments. It does not give exercise advice or say whether pain is normal. If a patient describes worrying symptoms, such as new numbness, loss of bladder control, chest pain or signs of a blood clot after surgery, it tells them to seek emergency care and alerts your clinical team.
Frequently asked questions
Can the AI tell patients whether they need a referral?
It explains your clinic's general policy based on the information you provide, for example which payers require a physician referral and whether direct access is available. Specific coverage questions are checked by your billing team, and the agent records the payer details so they can verify quickly.
How does it decide which therapist a patient sees?
You define routing rules during setup, such as post-surgical knees to one therapist, pelvic health to another, and vestibular cases to a specialist. The agent asks about the body area, cause and history, then offers times only with suitable therapists.
What happens if a patient describes serious symptoms?
The agent follows your list of red-flag symptoms. If a patient mentions one, it tells them to call emergency services or go to the emergency room, and alerts your clinical team. It never reassures a patient that symptoms are nothing to worry about.
Can it help with patients who stop coming before their plan ends?
Yes. When a patient hasn't booked their next prescribed session, the agent checks in, offers available times and records any feedback or symptom changes for their therapist. Messages are respectful and stop if the patient declines.
Can it handle work injury and auto accident cases?
It records the claim type, claim number, employer or insurer details and adjuster contact if the patient has them, and passes everything to your admin team. Your staff handle authorization and billing; the agent ensures nothing is missing at the first visit.
Does it fill same-day cancellations?
Yes. When a session is cancelled, the agent can offer the slot to patients on your waitlist or those who requested earlier times, by SMS or WhatsApp, and book the first person who accepts. Your therapists' schedules stay full without extra admin work.
Capabilities
Related industries
Use cases
Want this for your business?
Tell us how your business works. We'll build the AI around it, test it, and have it ready for your review within 24–48 hours.