CRM for Physical Therapy Clinics

• The problem

  A referral from a surgeon's office sits in the inbox while the post-op patient waits.

  In Kompot.ai

  Open an opportunity for every referral and move it through your own stages: received, called, evaluation booked. A task with a due date lands on the front desk the day the referral arrives, and the board shows which patients nobody has reached yet.

• The problem

  Halfway through the course the pain eases and the patient stops coming.

  In Kompot.ai

  Keep the planned end of the course and the date of the next booked visit as fields on the patient. A scheduled workflow picks out anyone whose next visit date has passed with the course unfinished and creates a call task for the front desk.

• The problem

  The first hour with a new patient goes to forms instead of the evaluation.

  In Kompot.ai

  Send the intake consent and your attendance policy as documents for signature when the evaluation is booked. The patient signs at home from a link, and the therapist starts the hour with the paperwork already on the record.

• The problem

  The doctors who refer to you never hear back, and the referrals thin out.

  In Kompot.ai

  Each referring physician is a partner contact with notes, emails and calls in one history. A “referred by” field on every patient lets you filter by source, and a task reminds you to send a thank-you note when a course is completed.

• The problem

  Self-pay visits are tallied at the end of the month from the paper schedule.

  In Kompot.ai

  Put the evaluation, the follow-up visit and any add-on services in your price list and invoice straight after the visit. The patient gets a payment link by text and pays by card, and unpaid invoices are flagged as overdue instead of waiting for month-end.

What you keep on record

Referral details

The referring doctor, the date of the referral and the date it expires, as fields on the patient.

Course of visits

Visits on the calendar, with the planned end date and the next booked visit kept on the patient.

Signed intake forms

Consent to treatment and the attendance policy, signed from home and filed on the patient's record.

Services and fees

Evaluation, follow-up visit, taping and other services in the price list that feeds every invoice.

Questions owners ask

Can I see which doctors send us the most patients?

Keep a “referred by” field on each patient and the referring doctors as partner contacts. Filter the patient table by that field, or build a report, and you see who refers to you steadily and who has stopped.

Can patients book their follow-up visits online?

Yes. The booking page lists the open slots and the patient takes one from a phone on the way out of the gym. The visit appears on the shared calendar, so the therapist's day stays in one place.

Can therapists check their schedule between patients?

Yes. The calendar opens in a phone's browser and syncs with Google Calendar. A therapist sees the day's visits and the patient's contact history without walking to the front desk.

Can I invoice a whole course of visits up front?

Yes. Put the course on one invoice from your price list and send a payment link, which charges the full amount. If the patient pays visit by visit at the desk instead, the front desk records each payment and the invoice shows what is still open.