Built for UK Private Physiotherapy Clinics
Reduce admin, cut no‑shows, and convert more enquiries into attended appointments—without hiring more reception hours.
No obligation · 15 minutes · UK clinics only
Private physiotherapy runs on appointments. Every missed enquiry, every DNA, every patient who doesn't rebook costs you real revenue. Our private physio clinic automation handles enquiries, confirmations, appointment reminders, and follow-ups — so your clinicians can focus on patients, not admin.
We also work with other appointment-based healthcare businesses. See all services →
Three operational problems that eat into clinic revenue every single week.
A new patient enquires, then books with whoever replies first. If your clinic doesn't respond within the hour—especially outside reception hours—that patient is gone. Automation handles the instant acknowledgement and booking link, even at 10 pm.
Did-not-attends and last-minute cancellations leave appointment slots empty with no time to fill them. A structured appointment reminder sequence—sent at the right intervals before the appointment—gives patients enough notice to reschedule while there's still time to fill the gap.
Reminders, rebooking prompts, discharge follow-ups, review requests—all valuable, all time-consuming to do manually. Your reception time is better spent on patient-facing work. Automation runs these sequences consistently, without anyone having to remember.
A connected set of automated workflows covering the full patient journey—from first enquiry to long-term retention.
When a new patient contacts your clinic—by web form, email, or social message—they receive an immediate, personalised response acknowledging their enquiry and presenting a direct link to book their first appointment. No waiting until tomorrow morning.
Once an appointment is booked, a confirmation goes out immediately. Automated reminders follow at set intervals (typically 48 hours and 2 hours before the appointment), giving patients the chance to reschedule if they can't attend—rather than simply not showing up.
After each session, a short follow-up message checks in with the patient and, where appropriate, prompts them to book their next appointment. This keeps treatment continuity high and reduces the gap between sessions caused by patients forgetting to rebook.
Patients who haven't visited in 3, 6, or 12 months receive a friendly, non-intrusive re-engagement message. Many clinics find this alone brings back patients who had simply forgotten to come back—no advertising spend required.
Where a patient has completed a course of treatment and expressed satisfaction, an automated message invites them to leave a review on your chosen platform. Timing and wording are kept appropriate to a clinical context—no pressure, no medical claims.
Three straightforward phases from first conversation to ongoing automation.
We spend 15 minutes on a call with you to understand your current enquiry and appointment flow, where patients are dropping off, and what your reception team spends the most time on. No forms to fill in beforehand—we just talk through it.
We build and connect the automation workflows to your existing booking system and communication channels. You don't need new software—we work with what you already use. Most setups are live within 10–14 days. We test everything before handover.
Once live, the system runs on its own. On a monthly retainer we monitor performance, adjust messaging and timing based on what the data shows, and report back to you on the metrics that matter: enquiry conversion rate, DNA rate, and rebooking rate.
Two clear options depending on where you are right now.
Delivered in 10–14 days
Everything you need to go from zero automation to a working system in under a fortnight. Ideal if you want to see results quickly and prove the concept before committing to ongoing support.
Ongoing partnership
For clinics that want the full system running—and improving—month after month, without having to manage it themselves. We handle the monitoring, tweaks, and reporting.
Pricing is discussed on the audit call and tailored to your clinic size and setup. We don't list fixed prices here because the right scope varies—and we'd rather have an honest conversation than publish a number that doesn't fit your situation.
We design all communication flows in line with UK GDPR requirements. Patients are only contacted through channels they have consented to, using your existing consent records from your booking system. We don't store patient data ourselves—messages are sent through your own channels or systems you already control. We can walk through our approach in detail on the audit call.
The QuickStart package typically goes live within 10–14 days from the point you confirm you want to proceed. The exact timeline depends on how quickly we can access your existing systems and test the integrations. Most clinics see their first automated messages going out within two weeks.
You need an online booking system (we work with most common ones used by UK physio clinics), a way to communicate with patients by email or SMS, and basic consent records in place. You don't need any specific software beyond that. We'll confirm compatibility on the audit call before you commit to anything.
We work with a range of booking and practice management tools used by UK clinics. The specifics depend on your setup—we assess this on the audit call rather than publishing a fixed list, because integrations vary and we want to give you an accurate answer rather than a generic one. If you're using something niche, we'll tell you honestly whether we can connect to it.
Our current focus is private physiotherapy clinics in the UK—that's where we have built the most relevant workflow templates and where we understand the operational patterns well. If you run a related appointment-based healthcare practice (osteopathy, sports therapy, occupational health), it's worth having a conversation—the underlying approach is often transferable. We're not the right fit for general GP practices or NHS settings.
We discuss pricing on the audit call rather than publishing fixed figures, because the right setup varies by clinic size, number of practitioners, existing software, and how many workflows you need. What we can tell you is that we offer a one-off QuickStart fee for the initial setup, and a fixed monthly retainer for ongoing Automation Ops. There are no hidden usage charges or per-message fees on top.
Book a 15-minute audit call. We'll look at your current enquiry and appointment flow, identify the biggest gaps, and tell you honestly what automation would and wouldn't help. No sales pitch—just a practical conversation.
Email us
info@ainiseflow.comBook directly
Book a 15-min audit call