For physical therapy & rehab clinics
The patient with a new referral in hand books the clinic that calls back first.
A physical therapy patient with a fresh referral is ready to start, but if your front desk is out on the floor with a patient when they call, the referral sits in voicemail and they book the clinic that answered. We put a system on your line that answers every call, captures the referral, and books the evaluation while your team keeps treating. It handles insurance and scheduling from a script you approve and routes anything clinical to your staff.
- Answers while your team is treating
- Captures referrals and books the eval
- HIPAA-aware builds on BAA-backed vendors
- Cuts no-shows across a plan of care
Where it leaks
The gaps that quietly cost you bookings.
Referrals die in voicemail
A patient with a referral is ready to start a full plan of care, your highest-value new patient. When the desk is on the treatment floor and the call rings out, that referral books the clinic that called back first.
Plans of care fall apart mid-course
PT only works if the patient finishes the plan. Miss a couple of visits with no reminder and they drift, the recovery stalls, and a dozen booked visits quietly disappear from your schedule.
'Do you take my insurance, and do I need authorization?' stalls the start
Patients want to know their plan is covered before they commit. When that answer waits on a callback that never comes, the referral goes to a clinic that answered on the spot.
No-shows leave gaps you cannot backfill by hand
A missed PT slot is treatment time that is hard to refill in time. Reminders depend on a busy team sending them, and the waitlist patients who would take the slot never hear that it opened.
What we build
Your growth system, built to fit.
Done-for-you automation tuned to how your clinic actually runs. It lives on tools you own, so you always have the keys.
AI front-desk line
Answers every call in your clinic's voice while your team is treating. It captures the referral, answers insurance from a script you approve, and books the evaluation. Clinical questions go to your team.
- missed calls
- referrals
Plan-of-care reminders & rebooking
Confirms upcoming visits to cut no-shows and nudges the next appointment so the plan of care stays on track to completion.
- reminders
- retention
Missed-call text-back
When a call still rings out, it fires an instant text with your booking link, so the referral lands a way to book itself instead of bouncing to a competitor.
- missed-call text-back
- follow-up
Waitlist backfill
When a slot opens from a cancellation, it offers the time to your waitlist so treatment hours do not sit empty for the afternoon.
- waitlist
- gap-fill
How it runs
One automation, wired into your tools.
We build the automation flow and connect it to the phone, CRM, calendar, and email you already use. Every message it sends is yours to approve, and the whole system lives in your accounts. If we part ways, you keep it.
The diagram is a schematic of the workflow we build for you. It is drawn for your business, not a stock template or a screenshot of someone else’s system.
Inbound call rings out, or a referral lands after hours
Trigger
Answer & greet
Picks up in your clinic's voice, no voicemail
Capture the referral
Referring provider, reason, and insurance plan
Answer approved questions only
Insurance and authorization basics; no clinical advice
Check availability
Reads open evaluation slots from your scheduler
Book the eval & confirm
Writes the evaluation and sends an SMS confirmation
Evaluation booked and confirmed, referral captured for your team
Run your own numbers
If your clinic misses __ referral calls a week, and a new PT patient is worth $__ across a plan of care, here's what's slipping away. Run it with your own numbers.
Referral calls missed per week
example: 7
Value of a new patient (full plan of care)
example: $1,800
Share of those calls a booked line could have caught
example: half
These are illustrative placeholders to show the framing, not results we're claiming. Your real miss rate and patient value are yours to plug in. That's the number worth running before you decide.
The build, tuned to Physical Therapy.
Most clinics start with these. Each piece runs on tools you own, and the free audit says which to do first.
ClinicFront AI Receptionist
An AI receptionist on your number that answers after-hours and overflow calls, handles the routine questions from a script you approve, and books the patient or hands the call to your team.
AI Booking & Reminders
Two-way text and voice scheduling that books from your live calendar, then sends the reminders that keep patients from forgetting the visit.
Patient Reactivation & Recall
Brings back patients who are overdue for cleanings, annual exams, and follow-ups with recall campaigns that run on their own.
Reviews & Reputation Autopilot
Asks happy patients for a Google review at the right moment, watches for new ones, and drafts the replies, so your local ranking keeps climbing.
What it costs
Priced against what you’re losing, scoped by your audit.
Recovery
$599/mo
after-hours missed-call coverage
Growth
$1,199/mo
24/7 answering + booking workflow
Pro
$1,999+/mo
multi-location & advanced follow-up
one-time setup from $3,000 · test agent in ~3 business days
- Built in accounts you own — no lock-in
- A human approves before anything goes live
- Monthly care, monitoring, and a real-numbers report
- No-PHI by default; BAA-backed when needed
FAQ
Fair questions.
Does it give clinical advice?
No. It handles scheduling, insurance, and referral intake from a script you approve, and routes anything clinical, like symptoms, exercises, or prognosis, to your staff. It does not diagnose or triage beyond the rules you set.
Can it capture referral details?
Yes. It takes the referring provider, the reason, and the insurance and authorization basics, then books the evaluation. Anything clinical goes to your team so a person handles the plan of care.
How do you handle patient privacy?
These are HIPAA-aware builds on BAA-backed vendors, and we work with a minimal data footprint by default, collecting only what the system needs to book or route. We're glad to walk your office through exactly what data is touched before you commit. HIPAA-aware means built on BAA-backed vendors; it is not a substitute for your own compliance review.
What does it cost, and how fast can we test it?
No commitment up front. You start with a free Growth Leak Audit on your own numbers, then hear a test agent on a forwarded number within about three business days, before it ever touches your main line. Setup starts around $3,000 and scales with your call volume and integrations. ClinicFront care plans run $599/mo for after-hours recovery, $1,199/mo for full answering and booking, and $1,999+/mo once reminders, waitlist backfill, and reporting are included. It goes live only after QA passes and you approve it.
More verticals
We build the same engine for other practices.
Free · no commitment · personal reply in ~2 days
See where your clinic is leaking booked revenue.
See exactly which referral calls your clinic is missing, and what they're worth, before you spend a dollar.