An AI receptionist for physiotherapy clinics that answers between patients, and during them
Private physio is booked by phone, usually by someone in pain who rings several clinics. OptiFlow answers every call to your clinic, books initial assessments and follow ups into the right physio’s diary and handles the admin calls, from £49 a month.
Why physio clinics miss new patients
A physiotherapy clinic’s phone is busiest when the physios are busiest. Patients ring first thing, at lunch and after work, which is exactly when treatment rooms are full and reception, if there is one, is checking people in. A sports injury on Saturday, a bad back on Monday, a post operative referral that needs to start this week. If the call is not answered the patient rings the next clinic, and private physio has plenty of next clinics.
An AI receptionist answers every call in your clinic’s name. It asks what the caller needs help with, whether they have been referred, which physio or specialism they want if they have a preference and when they can come in. It explains your initial assessment and fees as you have approved them and books into the right diary. Existing patients get follow ups booked, appointments moved and questions about insurance and invoices answered.
OptiFlow Lite starts at £49 a month with unlimited calls answered around the clock, built for independent clinics and small teams. Larger clinics and groups can step up to the OptiFlow Voice Agent, which handles more complex conversations and takes payment on the call.
What it handles for a physio clinic
Initial assessments
It explains what the first appointment involves, the fee and what to bring, and books it with the right physio for the problem.
Follow up appointments
Patients mid treatment book their next sessions at the intervals their physio recommended, and nothing slips through.
Specialist and referral enquiries
Sports injuries, post operative rehab, women’s health, paediatrics. It routes each enquiry to the physio who handles it.
Insurance and self pay questions
It explains which insurers you work with, authorisation codes you need and your self pay fees, using only approved information.
Reschedules and cancellations
It moves appointments and offers the next available slot, so late cancellations become filled gaps.
Class and group bookings
Pilates, rehab classes and group sessions get booked against the places you have available.
Set up around your physios, your diary and your fees
We start with a short set up call to learn your physios and their specialisms, your appointment types and lengths, your fees and the insurers you work with. The receptionist then books into the diary you use and says only what you have approved. Anything clinical is passed to the physio.
Patient information is handled securely and the clinic controls what is recorded and who receives it. Every call ends with a message to reception or the physio containing the caller’s name, number, what they needed and what was booked.
You keep your number and forward it, all the time or only when nobody answers within a few rings. Many clinics begin with evenings and overflow, then extend it once they see how many calls were going unanswered during treatment hours.
Calls it answers in a physio clinic
The Saturday football injury
A player has hurt his knee and wants to be seen Monday. The receptionist asks your intake questions, explains the assessment and books him with your sports physio.
The insured patient
Someone has an authorisation from their insurer for six sessions. It records the insurer and authorisation number and books the first appointment.
The patient who needs to move Thursday
A regular cannot make her slot. It offers the next available time with the same physio, moves the booking and confirms it.
Questions people ask
Can it route patients to the right physio?
Yes. You tell us who handles which specialisms and it books accordingly, or follows the patient’s preference if they have one.
Does it handle insurance patients?
It records the insurer and authorisation details you need and explains your process, using only the information you have approved.
Will it give clinical advice?
No. It uses only approved information and passes anything clinical to the physio.
What does it cost?
OptiFlow Lite starts at £49 a month with unlimited calls answered. The Voice Agent for larger clinics starts at £1,500 a month. See the pricing page for the full detail.
Hear it book an assessment
Book a ten minute demo and we will ring your phone with the receptionist live so you can hear how it handles a new patient, an insured patient and a reschedule.
Related reading: AI receptionist UK, AI receptionist for chiropractors, AI receptionist for dentists, AI receptionist use cases by industry.