Better Patient Outcomes, Zero Administrative Chaos—All on WhatsApp

Stop patients from abandoning treatment. Automated session reminders, daily exercise tracking, progress updates, and smart re-engagement that brings patients back.

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65%
Fewer no-shows
Automated reminders cut missed appointments dramatically
40%
More patient retention
Automated follow-ups keep patients engaged
8+ hrs
Saved per week
Automate replies, reminders, and follow-ups
4x
More reviews
Automated review requests after every visit
The Problem

Challenges Physiotherapy Clinics Face

Patients Abandon Treatment Plans

Recommends 12 sessions. Patient feels better at session 4, stops coming. Pain returns in 3 weeks but they never come back because there's no follow-up system.

Home Exercises Never Done

"Do these exercises twice daily." Next session - patient forgot. Progress stalls, recovery slows, patient blames you. No systematic follow-up mechanism.

No-Shows Waste Treatment Slots

Patient books 45-minute slot, doesn't show up, doesn't call. That slot could've gone to someone in pain. Can't fill last-minute, revenue lost.

Doctor Referrals Don't Convert

Orthopedic sends patient with referral slip. Patient means to call, forgets. By the time they remember weeks later, pain worsened or they went elsewhere.

Post-Recovery Relapse

Patient recovers beautifully. 6 months later, same injury returns because they stopped maintenance exercises. No long-term engagement system to prevent relapse.

Package Confusion & Disputes

Patient buys 10-session package. At session 8, confusion about how many remain. Arguments about whether a session was "full treatment" or "quick check-up."

Solutions

10 Ways WhatsApp Automation Grows Your Physio Practice

Improve patient outcomes, reduce no-shows, and automate administrative work

1

24/7 Appointment Booking

Journey Starter+ $29

Let patients book sessions anytime - new patients share their condition, existing patients rebook quickly.

JOURNEY: New Patient Booking
STEP 1: Ask new vs. existing patient
STEP 2: Ask condition type (back/knee/shoulder/sports/surgery/other)
STEP 3: Show available slots based on therapist specialization
STEP 4: Confirm slot selection
STEP 5: Send appointment confirmation with preparation checklist
STEP 6: Add to reminder sequence for next day
How it works: 24/7 availability captures pain-driven inquiries (patients search for physio at night when in pain). Condition info helps assign right therapist. Preparation checklist ensures productive first session. Automated booking frees receptionist for other work.

Workflow tip: For existing patients, Journey shortcuts to calendar directly since you already have their history.
2

Smart Session Reminders

Sequence Starter+ $29

Reduce no-shows with reminders that include preparation tips and easy rescheduling options.

SEQUENCE: Session Reminders
DAY -1 (24 hrs before): Send reminder with confirm/reschedule options
IF NO RESPONSE: Send 2nd reminder 4 hours before
IF RESCHEDULE: Trigger booking journey to select new slot
IF CONFIRM: Mark attendance expected
POST-SESSION: Trigger session summary + package balance update
How it works: 24-hour reminder allows rescheduling without slot waste. Preparation tips improve session quality. Simple CONFIRM/RESCHEDULE keywords make response easy. 2nd reminder catches last-minute no-shows. Reduces no-shows by 60-70%.

Workflow tip: If patient repeatedly reschedules (3+ times), alert therapist - may indicate low commitment.
3

Daily Home Exercise Reminders

Sequence Starter+ $29

Send daily exercise reminders with video guides - the key to better outcomes between sessions.

SEQUENCE: Home Exercise Program
AFTER SESSION: Send personalized exercise list with videos
DAILY 8 AM: Send morning exercise reminder
DAILY 6 PM: Send evening exercise reminder
WHEN "DONE": Track compliance, ask pain feedback
IF NO RESPONSE 2 DAYS: Send motivational message
WEEKLY: Send compliance summary to therapist
How it works: Video guides ensure correct form. Daily reminders drive compliance (studies show reminders increase adherence by 40-60%). "DONE" tracking creates accountability. Pain feedback (green/yellow/red) prevents injury. Streak counter motivates. Therapist sees compliance data before next session.

Workflow tip: Customize exercise sequences per patient. Tag by condition (back-pain-exercises, knee-rehab-exercises) for easy updates.
4

Treatment Progress Updates

Campaign Starter+ $29

Keep patients informed about their progress - motivates continuation of treatment plan.

CAMPAIGN: Progress Updates
TRIGGER: Every 4 sessions completed
TARGET: Patients in active treatment (tagged "in-treatment")
MESSAGE: Show pain reduction, ROM improvement, exercise compliance
INCLUDE: Next milestone, next session date
GOAL: Motivate continuation, show value of treatment
How it works: Quantified progress motivates patients. Shows tangible value of treatment. Exercise compliance visibility creates accountability. Next milestone sets clear expectations. Reinforces importance of home exercises. Reduces mid-treatment dropouts by 30-40%.

Workflow tip: Log pain scores and ROM measurements after each session. System auto-calculates improvements for progress messages.
5

Clinic Info Auto-Reply

Rule Starter+ $29

Instant answers to common questions - timings, services, fees, specializations, packages.

TRIGGER: Message contains "timing" OR "hours" OR "schedule"
ACTION: Send clinic info message
---
TRIGGER: Message contains "fees" OR "cost" OR "price" OR "charges"
ACTION: Send pricing + package message
---
TRIGGER: Message contains "location" OR "address" OR "where"
ACTION: Send location + parking info + Google Maps link
---
TRIGGER: Message contains "services" OR "treatment" OR "conditions"
ACTION: Send services list with specializations
How it works: Instant answers even when receptionist is busy. Services list shows expertise range. Package pricing encourages commitment (better outcomes + better revenue). Home visit option for mobility-limited patients. Easy "BOOK" next step.

Workflow tip: Include insurance acceptance info if applicable. Many patients ask about this.
6

Package Balance Updates

Sequence Starter+ $29

Keep patients informed about remaining sessions - avoid end-of-package confusion and disputes.

SEQUENCE: Package Management
AFTER EACH SESSION: Send session summary + balance
WHEN 3 SESSIONS LEFT: Send "package running low" notice
WHEN 2 SESSIONS LEFT: Send renewal reminder with options
WHEN 1 SESSION LEFT: Send urgent renewal notice
AFTER FINAL SESSION: Send completion certificate + maintenance plan
IF NO RENEWAL: Move to "treatment completed" for maintenance campaigns
How it works: Clear package tracking prevents disputes. Today's focus reinforces value. Progressive renewal reminders (3, 2, 1 sessions left) catch patients early. Progress summary justifies renewal recommendation. Easy renewal process increases conversions. Eliminates "I didn't know I only had 1 session left" arguments.

Workflow tip: Include expected completion date based on current session frequency to help patients plan.
7

Treatment Dropout Prevention

Campaign Starter+ $29

Re-engage patients who stopped coming mid-treatment - bring them back before relapse.

CAMPAIGN: Dropout Prevention
TRIGGER: 7 days since last session + incomplete treatment plan
TARGET: Patients tagged "in-treatment" who haven't completed plan
STEP 1: Send re-engagement message with progress data
STEP 2: Ask reason (scheduling/better/cost/other)
STEP 3: Address objection with personalized response
IF SCHEDULING: Offer evening/weekend slots
IF BETTER: Explain importance of completion
IF COST: Offer flexible payment or modified plan
STEP 4: Offer easy booking option
How it works: Progress data shows value of continuation. Reason categories help address specific objections. Medical rationale for "feeling better" group (most common). Flexible options for cost concerns. Recovers 25-35% of dropouts. Prevents relapse calls 2 months later.

Workflow tip: If patient doesn't respond to first message, send 2nd after another week with "final reminder" tone.
8

Post-Recovery Maintenance

Campaign Starter+ $29

Stay connected after treatment completion - prevent relapse with maintenance tips and check-ins.

CAMPAIGN: Post-Recovery Maintenance
TRIGGER: Monthly, for patients who completed treatment
TARGET: Patients tagged "treatment-completed"
STEP 1: Ask pain status (green/yellow/red) + exercise compliance (A/B/C)
IF GREEN + A: Congratulate, send maintenance tips
IF YELLOW/RED OR B/C: Send intervention message
STEP 2: Offer tune-up session if needed
STEP 3: Resend exercise videos
GOAL: Catch issues early, prevent full relapse
How it works: Monthly touchpoint catches issues early. Quick emoji response is easy (higher response rate). Exercise videos resent as reminder. Tune-up option before full relapse (cheaper than full treatment restart). Positive reinforcement for green/A responses. Prevents "pain is back, starting from scratch" scenarios.

Workflow tip: Continue monthly check-ins for 6 months, then quarterly for 1 year. Prevents long-term relapse.
9

Doctor Referral Conversion

Journey Starter+ $29

Convert doctor referrals faster - reach out to referred patients before they forget.

JOURNEY: Doctor Referral Conversion
TRIGGER: Receptionist adds referral to system with doctor name + condition
STEP 1: Immediate outreach with doctor's name (builds trust)
STEP 2: Treatment overview with session estimate
STEP 3: Show available slots (tomorrow + day after for urgency)
STEP 4: Confirm appointment
STEP 5: Send reminder to referring doctor (maintains relationship)
STEP 6: Add to session reminder sequence
How it works: Immediate outreach (within 2 hours) captures motivated patients. Doctor's name builds instant trust. Treatment overview sets expectations. Multiple slots increase conversion. Flexible "other time" option. Referring doctor notification maintains professional relationship (they appreciate knowing patient booked). Converts 60-70% of referrals vs. 30-40% when patients call themselves.

Workflow tip: Weekly report to referring doctors showing how many patients booked strengthens doctor relationships.
10

Feedback & Review Collection

Sequence Starter+ $29

Collect feedback after treatment completion - happy patients to Google, issues handled privately.

SEQUENCE: Feedback Collection
TRIGGER: After final session of treatment plan
STEP 1: Send completion celebration + feedback request
STEP 2: Ask simple 1-5 rating
IF 4-5: Send Google review link + referral ask
IF 1-3: Ask what could be better, escalate to clinic manager
STEP 3: Thank for feedback
STEP 4: Send maintenance exercise reminder
STEP 5: Move to monthly maintenance check-in campaign
How it works: Completion celebration feels good (positive association). Progress summary reinforces value. Simple 1-5 rating gets high response. Google review link ready for happy patients. Unhappy patients handled privately (no public damage). Referral ask at peak satisfaction. Even 2-3 reviews per week = 100+ reviews per year = massive trust builder.

Workflow tip: Only request Google reviews for 4-5 ratings. For 1-3, fix the issue first, then request review later.
CRM

Track Every Patient Journey

Manage your entire patient pipeline from first inquiry to loyal customer

New Inquiry
First contact
Booked
Appointment set
Consultation
First visit done
In Treatment
Active care
Follow-up
Post-care
Loyal Patient
Regular visitor

CRM Lite add-on: +$10/mo on Pro plan, included in Business

Capabilities

What You Can Achieve

Capability Starter
$29/mo		 Pro
$99/mo		 Business
$470/mo
24/7 appointment booking ✓ ✓ ✓
Smart session reminders ✓ ✓ ✓
Daily home exercise reminders ✓ ✓ ✓
Clinic info auto-replies ✓ ✓ ✓
Package balance updates ✓ ✓ ✓
Doctor referral conversion ✓ ✓ ✓
Treatment progress updates ✓ ✓ ✓
Dropout prevention campaigns ✓ ✓ ✓
Post-recovery maintenance ✓ ✓ ✓
Feedback & review collection ✓ ✓ ✓
Patient contacts Up to 500 Up to 5,000 Up to 25,000
Team members 2 5 15

Prices in USD. View pricing in your local currency →

RECOMMENDED FOR PHYSIOTHERAPY CLINICS

Pro Plan - $99/month

Prices in USD. View pricing in your local currency →

Ideal for physiotherapy clinics with multiple therapists and ongoing treatment programs. Includes dropout prevention, progress tracking, and maintenance campaigns.

Up to 5,000 patients
5 team members
Progress tracking
Dropout prevention
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Solo practitioner with small patient base? Starter Plan ($29/mo) covers bookings, reminders, and basic automation. Multi-location clinic? Business Plan ($470/mo) for unlimited scale.

Ready to Improve Patient Outcomes with Less Effort?

Join physiotherapy clinics using WhatsApp to reduce no-shows, improve exercise compliance, and prevent treatment dropouts.

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