AI Front Desk · Physical Therapy Clinics · 24/7 Scheduling Text-Back
Scheduling Call While You're With a Patient?
AI Texts Back. You Book the Appointment.
A patient referred for physical therapy calls to schedule their first appointment while your front desk is occupied with the patient in the room. That call goes to voicemail — and to your competitor. AI texts back every missed scheduling call, qualifies injury type and insurance over SMS, and delivers a consultation-ready new patient before your front desk clears its queue.
PT scheduling calls come in during treatment hours. The first clinic to respond books the patient.
A newly referred patient calls to schedule their first PT appointment at 10am on a Tuesday — when your clinic is fully occupied treating existing patients and your front desk phone is ringing constantly.
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Scheduling calls arrive during peak treatment hours
New patient calls peak at 9–11am and 2–4pm — exactly when your front desk is managing check-ins, insurance verification, and post-visit billing for existing patients. Without a text-back system, those calls go to voicemail. A newly referred patient who waits for a callback often calls the next clinic on the referral list before you call them back.
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Insurance and referral details aren't collected before the first call
Scheduling a new PT patient requires knowing insurance carrier, referral status, diagnosis or injury type, and authorization requirements before confirming an appointment time. Without collecting this before the scheduling call, your front desk spends the first call on intake instead of booking — or books without the information needed to verify coverage.
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New-patient intake slows down the first appointment
When intake forms aren't completed before the first visit, the therapist spends 20 minutes at the start of a 60-minute eval collecting injury history, prior treatment, medications, and surgical history. That time comes out of the evaluation itself — and the patient notices the evaluation felt rushed.
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Patients who miss appointments don't get proactive outreach
A patient who misses a session doesn't always reschedule on their own. Without a follow-up text, that patient silently drops out of the plan of care — losing the clinical outcome and the remaining authorized sessions from their insurance. Proactive outreach after a missed session recovers patients who would otherwise discharge themselves without completing the plan.
Built for how PT clinic scheduling actually works.
From the missed scheduling call to a pre-verified, intake-complete new patient — every step handled over SMS before your front desk picks up the phone.
Built for how physical therapy clinics actually schedule and retain patients.
Not a generic answering service. Every feature below was designed for the PT clinic scheduling, intake, and patient retention workflow.
New patient scheduling calls arrive during your busiest clinical hours. AI texts back every missed call immediately — during treatment, at lunch, and after close — and starts the intake conversation before the patient calls another clinic or forgets to follow up on the referral.
AI collects injury type or diagnosis, insurance carrier, referral status, and any prior treatment history over text. Insurance patients are separated from cash-pay patients. Referral patients are flagged for authorization follow-up. Your front desk receives a pre-qualified lead instead of starting from zero.
After confirming a new patient appointment, AI sends a link to complete intake forms before the first visit — injury history, medications, surgical history, insurance cards, emergency contact, and physician information. Therapists use the initial eval time for assessment instead of paperwork collection.
Orthopedic injuries, post-surgical rehab, neurological conditions, sports medicine, vestibular, and pediatric PT each route to the therapist or team with the matching specialty. Inquiries never land in a general queue when your clinic has specialist availability that matches the patient's need.
When a patient misses an appointment, AI sends a follow-up text within the day — checking in, acknowledging the missed session, and offering easy rebooking over text. Patients who would otherwise quietly discharge themselves get a frictionless path back to their plan of care.
AI identifies whether a patient has a physician referral and flags insurance plans that require prior authorization. These patients are routed to your billing team for auth confirmation before the appointment is locked in — preventing scheduling that outpaces authorization and creates revenue recovery problems later.
Your clinic is at capacity treating patients. New patients call during those hours. AI makes sure neither the call nor the patient gets lost.
"A referred patient who can't reach your clinic on the first call very often does not try again. They call the next clinic on the referral list. AI texts back immediately and starts the intake conversation — capturing the patient while the referral motivation is fresh and before your competitor's front desk picks up."
AI handles initial scheduling contact, injury and insurance intake, new-patient form delivery, and missed session outreach — automatically, every day, while your clinical team focuses on the patients already in your clinic.
Every missed scheduling call is a patient episode your competitor billed.
PT revenue is built on new patient conversion and plan-of-care completion. Losing patients at either point is recoverable — but only if you have a system for it.
/mo lost
What recovered scheduling calls look like in practice
A post-surgical patient gets a referral to PT and calls your clinic at 10:15am. Your front desk is checking in the 10am patient. AI texts back immediately, collects the injury, surgery date, insurance carrier, and referral number over text, and sends the intake form before the patient has left the parking lot of their surgeon's office.
AI front desk pays for itself with two or three recovered new patient conversations per month. Every text-back after that adds directly to your clinical census.
- Every missed scheduling call gets an immediate text-back response
- Injury type, insurance, and referral status collected before the scheduling call
- New-patient intake sent and completed before the first appointment
- Specialty routing ensures the right therapist match
- Missed session outreach recovers patients before they drop out
Simple pricing. Pays for itself with two or three recovered new patient conversations per month.
Flat monthly pricing. No per-call fees. No setup charges. Cancel anytime.
- AI text-back, 24/7
- Scheduling intake & lead capture
- Insurance & injury qualification
- Email lead alerts
- Everything in Starter
- Pre-visit intake form delivery
- Two-way SMS
- Specialty & therapist routing
- Missed session recovery flow
- Everything in Pro
- We configure it for you
- Authorization identification setup
- Priority support
Need a custom build? Apply →
Common questions from physical therapy clinics.
Can the AI handle scheduling calls when my front desk is busy with patients?
Yes. The AI operates 24/7 and texts back every missed scheduling call immediately — during treatment hours, at lunch, and after close. It collects injury type, insurance carrier, referral status, and preferred appointment time over text so your front desk receives a pre-qualified scheduling request instead of a cold callback situation.
How does insurance and referral qualification work?
The AI asks whether the patient has insurance coverage and identifies their carrier. Referral requirements are collected for plans that require a physician referral. Cash-pay inquiries are identified separately and routed to your self-pay intake pathway. Your billing team receives the insurance and referral information before any appointment is confirmed.
Can it collect new-patient intake before the first appointment?
Yes. After confirming a new patient appointment, AI sends a link to complete intake forms — injury history, prior treatment, current medications, surgical history, physician and insurance information, emergency contact — before the first visit. Therapists start the initial evaluation with complete context, which allows more evaluation time and less paperwork time in the first session.
Can it route to the right therapist specialty?
Yes. The injury type or condition collected in qualification is mapped to your therapist roster — orthopedic, post-surgical, sports medicine, neurological, vestibular, pediatric. Each new patient gets routed to the therapist with the matching specialty and available schedule, so the right match is already identified when your front desk confirms the appointment.
Does it handle missed session follow-up?
Yes. When a patient misses a scheduled appointment, AI sends a follow-up text within the same day — checking in and offering easy rebooking over text. Patients who miss sessions for non-clinical reasons often don't reschedule proactively. A timely, frictionless outreach text recovers a meaningful portion of patients who would otherwise silently drop out of the plan of care.
How fast can we go live?
Most physical therapy clinics are live within 5–7 business days. We handle text-back routing, injury and insurance intake flows, referral identification, specialty routing configuration, pre-visit intake form delivery, and missed session outreach. You get a dashboard to monitor conversations and review scheduling requests from day one. No hardware required.
Tell us about your physical therapy clinic.
We'll follow up within one business day with a custom demo built around your scheduling flow, specialties, and insurance mix.
Physical Therapy Clinic Inquiry
No commitment required. We'll show you exactly how AI would handle your scheduling calls and new-patient intake before you decide anything.
Every missed scheduling call is a patient episode billed by the clinic down the road.
AI front desk pays for itself with two or three recovered new patient conversations per month. Let's show you the math for your clinic.
Prefer we set it up for you? Apply for white-glove onboarding →