Industries · Physical therapy clinics

Physical therapy clinics: more customers, new revenue, less unnecessary cost.

Physical therapy clinics lose patients between the referral and the first visit, and again halfway through the plan of care. These are the systems we would typically build and operate for a PT clinic, using the tools it already has.

These are examples, not a package. We start with the opportunity worth the most to your business, record a baseline, and build what it needs using the tools you already have.

What we usually see

A physician faxes a referral, and the patient is called once and never booked. Authorizations and visit limits are tracked in a spreadsheet until a visit is denied. Patients stop coming at visit five of twelve, and nobody notices until the plan expires. Discharged patients never hear from the clinic again, and referring physicians rarely hear how their patients did.

Tools you probably already use

  • EMR and practice software such as WebPT, Prompt Health, Raintree or Clinicient
  • Your fax and referral intake
  • Your billing and insurance tools
  • Your phone system and text messaging
  • Your Google Business Profile and website

Where we would start

  1. 01

    Referrals booked while they are fresh

    Every incoming referral is logged, the patient gets a text and a call list entry the same day, and referrals that are not booked within your window are flagged.

    What changes

    Fewer referred patients end up at the clinic that called first.

  2. 02

    Authorizations and visit limits in view

    Each patient's authorized visits, expiration dates and remaining limits are tracked, with a warning to your team before one runs out.

    What changes

    Visits stop getting denied because a date slipped.

  3. 03

    Plans of care followed through

    Patients with gaps in their scheduled visits get a prompt to book, and patients who stop coming are flagged to their therapist.

    What changes

    More patients finish the plan their therapist wrote.

  4. 04

    Home programs that stay in front of patients

    Patients get reminders to do the home exercises their therapist assigned, using the program the therapist already built.

    What changes

    The work between visits happens more often.

  5. 05

    Referring physicians kept in the loop

    Your team gets drafts of progress and discharge updates for each referring office, ready to review and send.

    What changes

    Physicians see results and keep sending patients.

  6. 06

    A weekly clinic report

    New referrals, time to first visit, visits per plan, authorizations expiring and cancellations, in one message.

    What changes

    You see where patients are slipping before it shows up in revenue.

Scout, Forge and Sift for physical therapy clinics

Acquire

Scout

Find the demand you are not capturing, from missed inquiries and dormant leads to nearby customers who have never heard of you, then build the path that turns it into paying customers.

Explore Scout Expand

Forge

Turn what the business already knows and does into revenue that repeats: plans, memberships, add-ons or new services your customers would pay for.

Explore Forge Save

Sift

Find the software, vendors and manual work you pay for every month without needing all of it, and replace them without losing what they do.

Explore Sift

What stays with you

Evaluations, plans of care, exercise programs and every clinical decision stay with your therapists. AI never diagnoses or gives medical advice; it books, reminds and organizes. Patient information stays in your own systems, and we confirm what each system holds, and what agreements that requires, before anything connects. Review invitations go to every patient the same way and never mention their condition. Connecting your tools does not authorize us to send messages or change records; every automatic action is one you agreed to, and you decide what needs review first.

Questions

Do you work with WebPT or Prompt?
We work with the EMR you use, directly or through the integrations it supports, and connect it to your referral intake and messaging. We confirm what can connect before any work begins.
Can you handle faxed referrals?
Yes. Faxed referrals can be captured and logged so every one has an owner and a follow-up, and your team confirms the details before a patient is booked.
Does AI write exercise programs or notes?
No. Therapists write the plan and the notes. The systems only remind patients of what their therapist assigned.

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Your business, not a template.

Tell us where the business feels constrained. We will tell you which opportunity we would start with, what it would take, and what we would leave alone.

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