Built for UK Private Physiotherapy Clinics
Cut the admin load, reduce no‑shows, and convert more initial enquiries into attended appointments — without adding reception hours.
No obligation · 15 minutes · UK clinics only
Three operational headaches we address with automation.
New enquiries sent outside clinic hours often go unanswered until the next morning. An automated first response keeps the conversation going and prompts a booking step.
A structured reminder cadence — timed and worded specifically for private physio patients — gives people a clear, low-friction way to confirm, reschedule, or cancel in advance.
Follow-up sequences for new enquiries, post-visit rebooking prompts, and dormant-patient reactivation all run automatically — so the team focuses on clinical work, not chasing replies.
The five workflow sequences we build and tune for private physio clinics.
When a new enquiry arrives — via contact form, email, or social message — an immediate, personalised response goes out. It acknowledges the enquiry, sets an expectation for follow-up, and often includes a direct booking link or availability question. No manual action needed during or outside clinic hours.
Once a booking is made, a confirmation goes out immediately. A structured reminder sequence follows — typically a multi-day and same-day message — with a clear option to confirm, reschedule, or cancel. We tune the timing and channel (SMS, email, or both) based on what works for your patient profile.
When a patient misses or cancels at short notice, a short, friendly follow-up message goes out to offer a rebook. The timing and wording are set to be helpful rather than transactional — designed to keep the patient on a treatment path rather than let them drift.
After an appointment, a brief check-in message goes out — asking how they got on and, if appropriate, prompting a follow-up booking or exercise reminder. This also creates a natural point to invite an honest review, without pressure.
Patients who haven't booked for a defined period (e.g. 6 or 12 weeks) receive a reactivation message — a simple, low-key nudge that reminds them the clinic is there and makes rebooking easy. This is separate from any clinical advice and stays within your communication preferences and GDPR consent records.
All sequences are set up around your existing booking software and communication channels. We don't replace your systems — we connect to them.
The first engagement is scoped, time-bounded, and focused on getting one working system live.
Completed within 10–14 working days from initial audit call
Intake & workflow map
Document your current enquiry-to-appointment journey, identify where messages are currently sent (or missing), and define trigger points for each automated sequence.
Pipeline stages set up
Configure the stages your contacts move through — from new enquiry through to active patient, discharged, or dormant — inside your chosen CRM or automation platform.
SMS & email templates written
Plain-English templates for each touchpoint — confirmation, reminders, follow-up, reactivation — written in your clinic's voice and reviewed before going live.
Reminder cadence configured
Timing of each message decided (e.g. 48 hours before, 2 hours before, same-day) and built into the automation with appropriate delays and conditions.
Basic reporting dashboard
A simple KPI baseline view so you can see enquiries received, confirmation rates, and reminder delivery. Starting point for Automation Ops optimisation.
After QuickStart, an optional ongoing engagement to keep the system performing as your clinic evolves.
We check that automations are firing correctly, message delivery is clean, and no sequences have broken due to software updates or setting changes.
Based on response and open data, we adjust message wording, send timing, and channel choice to improve confirmation and engagement rates over time.
A concise monthly summary of the key numbers: enquiries handled, confirmation rates, sequences triggered. Plain language, no dashboards to log into.
Every quarter, a short session to review what's working, update sequences for seasonal or service changes, and add any new workflow the clinic needs.
Three stages from first conversation to live, running automation.
A 15-minute call to understand your current enquiry and booking flow, which tools you already use, and where the main friction points are. No preparation needed from you.
We map the workflow, write the templates, configure the sequences, and connect to your booking software. You review and approve before anything goes live. Typically 10–14 working days.
The system runs. You get a KPI snapshot each month. We monitor, optimise copy and timing, and make quarterly adjustments as your clinic grows or changes.
Two tiers — a fixed-scope starting point and optional ongoing management.
One-off setup engagement
A scoped, time-limited piece of work to get your core appointment and follow-up automation live. Everything you need to move from manual chasing to a working system.
Monthly ongoing management
For clinics that want the system actively maintained and improved each month — not just set up and left. Requires QuickStart (or an equivalent existing setup) as a foundation.
Pricing discussed on the audit call based on your clinic's size and existing tools. We don't publish a rate card because the setup cost varies significantly with what you already have in place.
Yes. We only work within your existing patient communication consent — we don't introduce new data collection. Messages are sent via your clinic's own tools or tools you control (your CRM, your SMS provider, your email account). We document the data flows during the audit and can produce a short data processing note for your records. We don't store or process clinical data ourselves.
Most likely, yes — though it depends on which system you use and what it exposes via API or integration. Common physio booking platforms (e.g. Cliniko, Jane, Power Diary, Acuity, Calendly, or even a simple Google Calendar setup) all have integration paths. The audit call is the right place to confirm this before any commitment. If your software doesn't support direct integration, we can often work around it using email parsing or manual import steps.
Not much. The audit call covers most of it — your current tools, who handles enquiries, how appointments are confirmed, and where the drop-off tends to happen. After the call, we'll typically need login access to your booking or CRM platform, a sample of the message style you're happy with (or we'll draft from scratch), and your approval before anything goes live. You don't need any technical knowledge.
The QuickStart is designed to deliver within 10–14 working days from the start of the engagement. That assumes a reasonably straightforward setup (one booking system, standard email/SMS channels) and timely access and approvals from your side. More complex setups — multiple locations, multiple clinicians with different preferences — take longer. We'll give you an honest timeline after the audit.
Both SMS and email are standard. Some clinics also use WhatsApp Business for certain sequences. The channel mix depends on your patient base and what consent you hold. SMS tends to get higher open rates for same-day reminders; email is better for longer confirmation flows and post-visit follow-up. We'll recommend a channel approach during the audit based on your situation, and you can override any of it.
This page is focused on private physiotherapy clinics because the appointment cycle, DNA patterns, and communication needs are specific enough that a tailored approach makes sense. We also work with other private healthcare and wellness practices — see our other healthcare automation page. For non-healthcare businesses, the full services page covers the wider range of what we do.
We don't publish a fixed price list because the setup cost varies depending on which tools you already use, how complex your workflows are, and how many sequences need building from scratch. The audit call is free and no-obligation. After it, we'll send a clear scope and fee for the QuickStart. There are no hidden costs — we'll tell you upfront if there are any third-party tool subscriptions needed alongside our work.
We'll look at your current enquiry and booking flow, identify the most useful automation step for your clinic, and tell you honestly whether it's worth pursuing. No sales pitch, no obligation.
We'll be in touch within one working day to arrange a time that suits you.
Looking for broader healthcare automation?
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