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Physiotherapy software development

For owners and clinic managers of physiotherapy, rehabilitation and sports injury centres who need a system that follows a patient through an episode of care, across bays, gym space and classes, and reports back to insurers and referrers.

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The problem

What goes wrong today

Where it usually starts

A physiotherapy centre books appointments but manages episodes.

  • A patient arrives by self-referral or from an insurer, is assessed, treated over six or eight sessions, given exercises to do at home, and discharged with a summary.
  • Most diary tools see only the sessions.
  • The number of sessions authorised by the insurer lives in an email; the seventh session is booked and delivered before anyone notices authorisation ran out at six.
  • Exercise programmes are printed sheets with stick figures, or links pasted into a text message that the patient loses by the second week.

Where it gets harder

Resources clash in a particular way here.

  • A treatment bay is a physical thing, the gym floor takes a limited number of people, and a rehabilitation class needs both a physiotherapist and the space.
  • When the diary only knows about people, a one-to-one session is booked into the gym during a class.
  • Outcome scores that insurers and referrers expect at assessment and discharge are collected when remembered, and the discharge summary is written from memory a week after the last session.

Scope of the service

What the build covers

A custom physiotherapy build normally covers the centre's operational core:

  • The practitioner working patterns and appointment types of the shared practice base, and on top of them episodes of care that group assessment, sessions, exercise programme and discharge under one case
  • Insurer and referral fields on the case Including sessions authorised and used
  • Room and equipment scheduling For treatment bays and gym space alongside practitioner availability
  • A class timetable for rehabilitation groups with capacity
  • Exercise programme issue With video links so the patient sees their programme on their phone
  • Outcome scores collected at intervals the centre sets
  • A discharge summary assembled from the episode for the patient The referrer or the insurer

How discovery works

Discovery walks through a real episode with the clinic manager and a senior physiotherapist: how referrals arrive, how insurer authorisations are recorded, which treatments need which bays, how classes are staffed, whether exercise programmes are issued today and in what form, and which outcome measures are used. Whether clinical notes are stored in the system is decided here; if they are, the security scope is added as its own item covering access roles that keep reception out of clinical content, an audit log, encryption of stored data and a retention schedule, described as the controls built rather than as any regulatory status.

Deliberately out of scope

  • Clinical decision tools, exercise prescription engines that choose exercises for the clinician, and insurer claims submission unless a specific portal connection is scoped

When the scope grows

Scoping scenario

A centre with two sites, eight physiotherapists, six bays and a gym floor runs insurer-funded and self-funded cases side by side, wants authorisation limits enforced at booking, and runs four rehabilitation classes a week that must not collide with one-to-one gym use. A single-practitioner sports injury clinic needs a fraction of that, and the scope document names which is being built.

Deliverables

What you receive

  • Discovery notes from a walk-through of an insurer-funded and a self-funded episode
  • A scope document naming each stage from referral to discharge and what stays outside the system
  • Design of the bay and gym diary, the episode view and the patient exercise programme screen
  • The build, deployed to hosting you choose or hosting we manage
  • Migration of open episodes, authorisations, future appointments and class rosters where relevant
  • Training for reception, physiotherapists and the clinic manager, with a written guide
  • Handover material and ownership of the source code and your data

Process

How a project runs

Each stage maps onto the project view in your client panel. Durations are set in your proposal, never on this page.

  1. Onboarding

    Access to the current diary, insurer correspondence formats, the class timetable and the exercise resources in use, with one named lead.

    Project stage: Onboarding

  2. Planning

    Discovery with the clinic manager and a senior physiotherapist; the resource model, the episode model and the scope document are agreed.

    Project stage: Planning

  3. Design

    Clickable designs of the diary with bays and gym capacity, the episode view with authorisation count and the patient's programme on a phone.

    Project stage: Design

  4. Development

    Resources and patterns first, then episodes with insurer fields, then exercise programmes, classes, outcome scores and discharge.

    Project stage: Development

  5. Client review

    The team runs a test fortnight with real class and bay patterns and takes one episode from referral to discharge summary.

    Project stage: Client review

  6. Revisions

    Findings are corrected and re-checked against the scope document and the access rules.

    Project stage: Revisions

  7. Ready for launch

    Open episodes and authorisations imported, reminders and programme links tested, launch checklist signed per site.

    Project stage: Ready for launch

  8. Delivered

    The centre runs episodes, bays and classes in the new system; hosting and maintenance continue under their own agreement if chosen.

    Project stage: Delivered

Integrations

Commonly integrated

Systems this kind of business usually asks us to connect. Each integration is confirmed during discovery; none is assumed.

  • Card payment providers for self-funded sessions and class blocks
  • SMS and email providers for reminders and exercise programme links
  • Video hosting platforms for exercise demonstration clips
  • Insurer portals for authorisation lookups where a portal exists
  • Accounting software for insurer invoicing and self-pay reconciliation
  • Calendar feeds for physiotherapists working across sites

How we would approach it

Worked example

Concept demo

A two-site centre mixing insurer-funded cases and rehab classes

The situation

A centre with two sites and a shared gym floor was delivering sessions beyond insurer authorisation because the limit lived in an email, and its rehabilitation classes regularly collided with one-to-one gym bookings.

Why it is a custom build

The authorisation limit enforced at booking is what made this a custom build; a general diary has no concept of an episode with a session budget.

The scope we would propose

  • An episode of care carrying the insurer reference, sessions authorised and sessions used, with booking blocked past the limit unless the manager extends it
  • Bays and the gym floor as resources with capacity, so a class reserves the space and the practitioner together
  • Exercise programmes issued with video links to the patient's phone
  • Outcome scores at assessment, mid-episode and discharge
  • A discharge summary generated from the episode for the insurer

Concept demo: a scoping scenario written to show how we would approach the work. It is not a delivered client project.

Pricing

What affects the price

Every proposal is priced on scope. These are the factors that move it most for this kind of build.

  • Number of sites, physiotherapists, treatment bays and gym capacity
  • Insurer-funded cases and whether authorisation limits are enforced at booking
  • Exercise programme issue, the video source and the patient-facing screen
  • Rehabilitation class timetable, capacity and block purchases
  • Outcome measures used and the intervals they are collected at
  • Discharge summaries and any insurer portal or accounting connection
  • Whether clinical notes are stored, bringing in the security scope
  • Hosting choice: your own hosting or ours

Start from a package

Physiotherapy centre package

Episodes of care with insurer authorisation counts, bay and gym scheduling, exercise programmes with video on the patient's phone, rehab classes and discharge summaries.

Custom build
View the package

FAQ

Frequently asked questions

How do you decide between a custom build and the package?

If the centre runs episodes, bays, classes and exercise programmes in the way the physiotherapy centre package models, we quote for the package and say so. Custom work is the honest route when insurer portals must be connected, when multi-site reporting is needed or when the episode model differs from the standard one. Discovery is where we tell you which.

Can the system stop us delivering sessions beyond an insurer authorisation?

Yes. The episode carries sessions authorised and used, and booking past the limit is blocked until the clinic manager records an extension. The block and any override are written to the audit log.

Do you supply the exercise videos?

No. The centre supplies or licenses its own clips and the system links them into programmes issued to patients. Choosing which exercises a patient receives is entirely the physiotherapist's decision.

Who owns the system afterwards?

The centre. Source code and data are handed over at delivery, and hosting and maintenance are optional and separately agreed.

Are clinical notes stored?

Only if scoped. Many centres keep notes in an existing system and use the build for episodes, resources, programmes and discharge. If notes are stored, the security scope lists the controls built: role-based access, audit logging, encryption of stored data and a retention schedule. No regulatory compliance is claimed.

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