Industries · Physiotherapy & rehabilitation
Every patientfinishes the planthey started.
We build systems for physiotherapy and rehabilitation practices that connect therapist schedules, episodes of care, session packages, insurance approvals and home programmes — so patients don't quietly drop out at session three.
- Therapist schedules
- Episodes of care
- Session packages
- Insurance approvals
- Home programmes
- Outcome tracking
- Referrer updates
01Where physio practices lose patients
Patients rarely leave unhappy. They just stop booking.
Rehab depends on a course of sessions. The gaps that hurt most open between visits: unbooked follow-ups, used-up approvals and referrers who never hear back.
01Patients drop out mid-plan and nobody notices
What happens
A therapist recommends eight sessions. The patient books two, feels a little better, and never books the third. Nothing in the diary shows that a plan is unfinished.
What it costs
Patients who don't recover as well as they could, therapists' caseloads that look full but aren't, and revenue the practice never sees.
With one system
Each patient has an episode of care with planned sessions, sessions attended and the next booking. Anyone with no future appointment appears on a follow-up list the same day.
02Insurance session limits run out without warning
What happens
Approvals cover a set number of sessions within a date range. Remaining sessions are tracked on paper or in someone's head, and extensions are requested late.
What it costs
Sessions delivered that won't be paid, awkward conversations at reception and patients whose treatment stops while an extension is chased.
With one system
Every approval sits on the episode with sessions used, sessions left and expiry. The team is prompted to request an extension before the last approved session, not after it.
03Therapist diaries don't reflect rooms, equipment or skills
What happens
One therapist does vestibular work, another sees post-surgical knees, the hydrotherapy pool has fixed slots and the gym is shared. Reception books by memory.
What it costs
Patients booked with the wrong therapist or into a clashing gym slot, and the evening peak overbooked while mornings sit empty.
With one system
One schedule by therapist, room, pool and gym capacity, with each service tied to the skills and space it needs — so only workable bookings are offered.
04Packages and pay-as-you-go sessions get tangled
What happens
Some patients pay per session, some bought a block of ten, some are on insurance with a co-pay. Each is reconciled differently at the end of the month.
What it costs
Sessions taken from the wrong balance, co-pays missed and time spent untangling who owes what.
With one system
Each booking knows how it's paid — package, insurance, corporate account or self-pay — and deducts or invoices accordingly, with balances visible at check-in.
05Referring doctors and coaches hear nothing back
What happens
Orthopaedic surgeons, GPs and sports clubs send patients, but updates are written only when someone remembers, and each referrer's volume is unknown.
What it costs
Referral relationships that cool quietly, and a practice that can't see which partners actually send its patients.
With one system
Referrals are logged with their source and each episode prompts progress and discharge updates for the therapist to approve and send.
02Physiotherapy platform preview
What your physio practice system could look like.
The views a receptionist, therapist, clinic lead and owner would open every day. Each one is designed with your team and services in discovery.
Illustrative interface with sample data — your system is designed around your therapists, services and payers.
Illustrative demo · sample dataCan you picture your own diary on it?
Build your physio practice system03Solutions
The parts of a physio practice system — chosen for yours.
Bookings that fit the therapist and the space
Therapist, room & gym scheduling
Book by therapist skill, room, pool and gym capacity. Initial assessments, follow-ups, group classes and home visits each carry their own durations and rules.
- Skills per therapist
- Room, pool and gym capacity
- Group classes and home visits
- Evening-peak waitlists
Bookings that fit the therapist and the space
Therapist, room & gym scheduling
Book by therapist skill, room, pool and gym capacity. Initial assessments, follow-ups, group classes and home visits each carry their own durations and rules.
- Skills per therapist
- Room, pool and gym capacity
- Group classes and home visits
- Evening-peak waitlists
Not every practice needs every module. We scope the ones your operation actually uses, and add the rest when you need them.
04AI inside the system
AI that notices who's slipping away.
AI in your practice system works on its own episodes, bookings, approvals and messages. It spots drop-outs, keeps approvals ahead of sessions and drafts the admin — therapists decide everything clinical.
AI here handles administration only. It never assesses, diagnoses, prescribes exercises, decides on progression or discharge, or answers questions about symptoms — those stay with therapists. Patient and referrer messages are drafted for staff to approve, and access follows each user's permissions.
- 01
Drop-out finder
Reception sendsWho has stopped booking mid-plan?Lists patients with planned sessions remaining and no future booking, sorted by days since last visit, with a draft check-in message for each. Whether a patient continues is the therapist's call.
- 02
Approval watcher
Which insurance approvals run out this week?Shows episodes whose last approved session is coming up and drafts the extension request with the administrative details already on file — ready for the team to complete and submit.
- 03
Schedule assistant
Nothing moves without approvalTherapist C is off on Thursday.Finds affected patients, suggests other therapists with the right skills and free time, and drafts the messages — nothing is rebooked until reception approves.
- 04
Referrer update drafting
Therapist approvesPrepare this week's discharge updates for referring doctors.Drafts a short administrative update per discharged patient from the episode — sessions attended, dates and the therapist's own discharge note — for the therapist to edit and approve.
- 05
Reporting in plain language
Which referrers sent us the most patients this quarter?Answers from your own referral records with counts, completion and the episodes behind each figure.
05A day with ORCHESTR
A Monday at the practice, two ways.
- 06:45Approvals checked overnightThe diary already shows which early patients are near their approval limit, with extension requests drafted.
- 09:30Referral logged and assignedThe referral is logged with source and body area, assigned to a therapist with post-surgical skills and an assessment is offered.
- 12:30Drop-out list readyPatients with sessions left and no booking are listed with draft check-ins for reception to send.
- 17:15Gym capacity in the diaryGym and room capacity are part of every booking, so the evening peak is full but not overbooked.
- 19:40Balance on check-outThe package balance, co-pay and next booking are on screen at check-out.
- 21:00Updates drafted for approvalThis week's referrer updates are drafted from the episodes and waiting for each therapist to approve.
An illustrative day — every system is designed around how your team actually works.
06Integrations
Works with what your practice already uses.
Integrations depend on what each provider exposes — we confirm every connection in scoping before committing to it. Names are examples of categories we work with, not partnerships.
- Messaging
- WhatsApp Business APIEmail & SMS gatewaysWebsite and Instagram enquiries (via Meta API)
- Clinical notes & exercise tools
- Existing practice or notes software (via API or export)Exercise programme platforms (share links, where available)
- Payments
- Card payment gatewaysPayment linksPOS exports
- Accounting
- Zoho BooksQuickBooksXero
- Calendars
- Google CalendarMicrosoft 365 / Outlook
- Data
- Spreadsheets & exportsBI tools
07How we build your system
Built around your practice — not a template.
- 01
Understand your business
We learn how the business actually runs — people, tools, hand-offs and where time is lost — before proposing anything. - 02
Map your workflows
Every workflow is mapped end to end: who does what, when, with which information, and what should happen automatically. - 03
Design your system
Screens, records, permissions and integrations are designed around those workflows, and the scope is agreed in writing. - 04
Build and integrate
We build in stages and connect the tools you keep, so your team sees working software early and gives feedback as we go. - 05
Test and launch
We test with real scenarios, migrate the agreed data, set up roles and access, and onboard the team. - 06
Support and improve
After launch we support the system under an agreed arrangement and extend it as the business changes.
08Why it matters
What changes for the practice.
We don't quote savings we haven't measured. In discovery we baseline how your team works today, so improvements can be tracked against your own numbers.
More patients finish their plan
Drop-outs show up while there's still time to bring them back.Approvals ahead of sessions
Session limits and expiry dates are watched for you, so treatment isn't interrupted.A diary that fits the space
Therapist skills, rooms, pool and gym capacity are part of every booking.Clean billing across payment types
Packages, insurance, corporate accounts and self-pay each settle the way they should.Stronger referral relationships
Referrers get timely updates and you can see who sends you patients.Progress you can point to
Outcome scores sit on every episode, ready for patients and referrers.
09Possible use cases
How different physio and rehab practices could use it.
Examples of what we could build — not completed client projects.
A diary and a follow-up list
Three or four therapists replacing a booking app, a package spreadsheet and memory with one system that shows who needs following up.
Clubs, athletes and the gym
Club and academy accounts, return-to-play stages, a busy rehab gym and squad screening days, all scheduled and billed correctly.
Long episodes, many funders
Long courses of therapy across clinic, pool and home visits, with insurance approvals and extensions tracked on each episode.
Branches on one picture
Therapists who work across branches, shared patient records and a group view of utilisation, completion and payer mix.
FAQs
Physiotherapy practice questions, answered.
Healthcare & wellness
01Do our therapists have to change how they write clinical notes?
No. If your therapists already document in practice or notes software, that stays. We build the operational side — scheduling, episodes, approvals, packages, referrals and reporting — and link to your notes system where it allows. If you want simple notes inside the new system, we scope that explicitly with your clinical lead.
02Can it track insurance session limits and co-pays?
Yes. Each approval records the payer, sessions approved, date range and co-pay, and the system counts sessions as they're attended. Extension requests are prompted ahead of time; submitting them electronically depends on what each insurer allows, which we check in scoping.
03Can we send home exercise programmes?
Therapists choose the programme — the system doesn't. If you use an exercise platform, we can attach and share its links from the patient record where it provides them; otherwise therapists can upload their own sheets and share them by secure link.
04Does it handle group classes, the gym and the pool?
Yes. Classes, supervised gym sessions and pool slots can have their own capacity, so the diary only offers places that exist. Patients can be booked with a therapist and into a shared space at the same time.
05Will AI decide when a patient is ready for discharge?
Never. AI flags admin patterns such as missed sessions or approvals running out and drafts messages. Progression, discharge and anything clinical is decided by your therapists.
06Can sports clubs or companies have their own accounts?
Yes. Clubs, academies and corporate clients can have accounts with their own rates, approval rules and monthly invoicing, and you can choose what progress information they receive and who approves it.
07Can we move our patients and package balances from our current system?
Usually, from exports or your current system's API. We bring across patients, open packages and active episodes, reconcile balances with your team and agree what's archived before go-live.
08How is patient data protected?
Each user has a role, and permissions are enforced on the server so reception, therapists and managers see only what they need. Hosting location, retention and the regulations that apply to your practice are agreed in scoping with whoever handles compliance for you.
09How is a physiotherapy system priced?
We quote after a discovery call, based on your therapists, branches, modules and integrations. Hosting and support are agreed separately, in writing.
Start here
Let's mapyour rehab pathway.
Tell us how patients move from referral to discharge in your practice today. We'll show you how one system could keep every plan on track.
- 01We get back to you to arrange a call.
- 02A focused conversation about how your practice runs today.
- 03If there's a fit, a written scope and quote — no obligation.
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