Episodes of care that count sessions against an insurer authorisation, bays and gym space that cannot be double-booked, exercise programmes on the patient's phone and a discharge summary built from the episode.
Physiotherapy and rehabilitation centres and sports injury clinics, from a two-practitioner clinic with a couple of bays to a multi-site centre with a gym floor, a class timetable and a mix of insurer-funded and self-funded patients. It suits clinic managers who need bays, gym capacity and classes on one diary, physiotherapists who want the episode and the programme in front of them during a session, and reception staff who book by episode rather than by hunting for a free slot.
Not the right fit
It is not for gyms or personal trainers selling memberships and classes without episodes of care, which the sport and fitness packages cover, nor for centres wanting an exercise prescription engine that selects exercises for the clinician.
The operational problem it solves
How it runs, step by step
Reception opens the diary at half past seven.
Physiotherapists are columns; beneath them the six bays and the gym floor show their own occupancy, with the nine o'clock knee rehabilitation class already holding the gym and one physiotherapist.
A referral from an insurer arrived overnight through the website route with a reference number and an authorisation for six sessions.
The receptionist creates the episode, enters the authorisation, and books the assessment into a bay with a physiotherapist who takes that insurer.
The patient gets the confirmation and the intake form.
At the assessment the physiotherapist records the baseline outcome score, issues an exercise programme of five exercises with video clips, and books the next three sessions; the episode shows three of six used once they are delivered.
In week four the patient asks to add a session; the diary shows one authorised session remaining and the receptionist books it, while a request for an eighth is blocked until the clinic manager records an extension from the insurer.
At discharge the physiotherapist enters the final score and the discharge summary is assembled from the episode: referral, sessions delivered, programme issued, scores at each point.
The manager ends the week with bay utilisation, class fill rates and a list of episodes nearing their authorisation limit.
Features
What the package does
The package is organised into the diary with bays and gym capacity, episodes of care with insurer fields, exercise programmes, the rehabilitation class timetable, outcome scores and discharge, and patient intake. Each module below lists its features and the comparison table shows which package variant includes it.
Staff and capacity
Diary with practitioner, bay and gym capacitySee practitioners in columns and bay and gym capacity in rows, so a booking never exceeds the space you have.
Rehabilitation class timetableTimetable classes with a set capacity, and sell blocks of them.
Workflow and tasks
Episodes of careGroup the assessment, treatment sessions and discharge of one problem into a single episode.
Billing and payments
Referral and insurer fieldsRecord who referred the patient and the insurer, with sessions authorised and sessions used.
Bookings and diary
Appointment types with bay requirementsSet the duration, lead time and bay needed for each appointment type, and let patients request them from the site.
Forms and requests
Intake forms, reminders and did-not-attendPatients fill in intake forms, are reminded of appointments, can cancel, and missed appointments are recorded.
Reporting and insights
Outcome scores at set intervalsCollect outcome scores at the intervals your centre chooses to show how treatment is progressing.
Compliance and records
Role-based access with audit logStaff see what their role needs, and an audit log records who accessed records.
Portal and access
Exercise programmes with video linksIssue an exercise programme with video links that the patient opens on their phone.
Documents and cases
Discharge summariesGenerate a discharge summary for the patient, the referrer or the insurer.
Scheduling
Multi-site diariesRun diaries for several sites, with practitioner patterns that cross between them.
Package variants compared
Website
Business Software
Which features each package variant includes
Feature
Website
Business Software
Diary with practitioner, bay and gym capacity
Not in this variant
Included
Episodes of care
Not in this variant
Included
Referral and insurer fields
Not in this variant
Included
Appointment types with bay requirements
Included
Included
Intake forms, reminders and did-not-attend
Included
Included
Outcome scores at set intervals
Not in this variant
Included
Role-based access with audit log
Not in this variant
Included
Exercise programmes with video links
Not in this variant
Optional
Rehabilitation class timetable
Optional
Optional
Discharge summaries
Not in this variant
Optional
Multi-site diaries
Not in this variant
Optional
Roles and permissions
Who does what
Clinic manager
Define bays, gym capacity, class timetable and practitioner patterns
Record insurer extensions and set which practitioners accept which funders
Run utilisation, class fill, outcome and authorisation-limit reports
Manage roles and export the audit log
Physiotherapist
See their own column and the episodes they are treating
Record outcome scores at assessment, mid-episode and discharge
Issue and revise exercise programmes with video links
Generate the discharge summary from the episode
Receptionist
Create episodes with referral and insurer fields
Book sessions into bays or the gym with practitioner and capacity checks
See authorisation balances and be blocked past the limit
Handle cancellations, did-not-attend and class sign-ups
Class instructor
See the class roster and capacity
Record attendance
Flag a participant for a one-to-one review
Patient
Self-refer or complete intake after a referral
See upcoming sessions and remaining authorised sessions
Open their exercise programme with video clips on their phone
Book and pay for classes or self-funded sessions where enabled
Example screen
Concept demo
Concept demo of the physiotherapy centre package episode view showing the session budget, outcome scores, the issued exercise programme and the next bay booking.
An episode of care: insurer reference and four of six sessions used, the outcome score at assessment and mid-episode, the current exercise programme with five clips, and the next session booked into bay three.
Scope and options
What is included and what is extra
In the base package
Diary with practitioner columns and bay and gym capacity rows
Episodes of care grouping assessment, sessions and discharge
Referral and insurer fields with sessions authorised and used
Appointment types with duration, lead time and bay requirements
Intake forms, reminders, cancellation and did-not-attend handling
Outcome scores at intervals the centre sets
Role-based access with audit log
Common add-ons
Exercise programme issue with video links on the patient's phone
Rehabilitation class timetable with capacity and block purchases
Discharge summary generation for patient, referrer or insurer
Multi-site diaries and cross-site practitioner patterns
Needs custom work
Insurer portal connections for authorisation lookups or invoicing
Stored clinical notes under the separately scoped security item
Bespoke outcome measure reporting across the centre
The package runs on the centre's own hosting or on hosting we manage; the centre owns the code and the data either way. Patient records, episodes, authorisations, outcome scores, programmes and the audit log can be exported in standard formats at any time. Stored data is encrypted at rest, clinical content is limited to clinical roles, and the retention schedule agreed at set-up is applied by the system.
Maintenance
Maintenance is optional and agreed separately from the set-up. It covers security updates to the platform and dependencies, monitoring of reminders, programme links and payment callbacks, backups with a tested restore, and a monthly window for small changes such as a new class or bay. Larger changes are quoted as change requests.
Pricing model
Priced per proposal.
The package is priced as a one-off set-up and customisation with optional recurring hosting and maintenance. The set-up figure depends on the number of sites, practitioners, bays and classes, the add-ons chosen, the video, messaging and payment providers connected, whether clinical notes are stored and the security scope applies, and whether you host it yourself. The proposal lists each line separately.
Prefer a fully custom build?
Physiotherapy software development
Custom systems for physiotherapy, rehabilitation and sports injury centres built around episodes of care, treatment bays, exercise programmes and insurer-funded cases.
What happens when an insurer authorisation runs out?
Booking past the authorised count is blocked for reception. The clinic manager records an extension with the insurer's reference, which unblocks it and is written to the audit log. Self-funded continuation can be recorded as a separate episode or the same one, as the centre prefers.
Can a class and a one-to-one session use the gym at the same time?
Only within the capacity the manager sets. The gym is a resource with a headcount; a class reserves its places and one-to-one bookings can use what remains, or the manager can give the class exclusive use.
Where do the exercise videos come from?
From the centre's own library or a licensed source, hosted on a video platform connected at set-up. The package links clips into programmes; it does not choose exercises for the physiotherapist.
Can patients self-refer online?
Yes. A self-referral route creates the episode without insurer fields and books the assessment from available practitioners, with intake sent before the visit.
Does it submit invoices to insurers?
Not in the package. Insurer portal connections are custom work scoped through the physiotherapy software development service, because each portal differs.
Is this a finished product with a live demo?
Not yet. The readiness badge on this page shows the real state: it is a custom build assembled from our episode, resource and programme modules for each centre, and the example screen is a labelled concept demo.
Get a quote for Physiotherapy centre package
Tell us about your locations, the people who will use it and the add-ons you need. We reply with a clear, competitive proposal.
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