Booking page for physiotherapists

More than online booking: accounting and stock for a physiotherapy practice in one calendar

A private physiotherapy practice runs on more than appointments: invoices, kinesio tape running low, how the last six sessions of a series went, whether the month covered the room rent. In Klendr all of that hangs off the appointments already in your calendar, so nothing gets typed twice.

• Accounting and invoices — after the session the patient automatically gets a PDF invoice, with VAT where it applies (for example on bands you sell); add a due date and late fee if you want, handy when a patient passes it to an insurer. At month end you export all invoices as CSV and a PDF archive, together with the deposits from Stripe, for your accountant. Klendr prepares the documents; the bookkeeping itself stays with your accountant. See payments and invoices.
• Stock management — add kinesio tape, massage cream and disposable couch covers as consumables and attach them to a service, so every taping writes off its tape. Bands, foam rollers and massage balls go on the same invoice, and an email warns you when a roll is almost gone.
• Client history — every visit of a rehabilitation series, the service, the amount paid, missed appointments and your working notes (not a medical record) sit in one client card, and the whole base can be exported.
• Analytics and reports — revenue, material costs, profit and hours worked per therapist, busy and quiet weekdays, the most booked services and regular patients. More in analytics.

Why online booking for physiotherapists frees your evenings

Physiotherapy is hands-on work. While you are mobilising a stiff shoulder or watching someone do a squat after knee surgery, the phone in your pocket keeps buzzing, and every missed call is a person in pain who will try the next practice on Google Maps. After the last patient you sit down and call people back instead of going home.

A booking page answers the usual questions on its own: is there anything after work on Tuesday, how long is the first visit, what does it cost. The patient opens your link, sees only real free times and books in four steps, without an app or an account. A confirmation goes out by email at once, and the visit appears in your calendar.

First assessment, follow-ups and treatment series

The first visit is different from the rest: history, movement tests, the first treatment and an exercise plan. It easily takes 60 minutes, while a follow-up fits into 30 or 45. Create them as separate services with their own length and price, and keep them together in a service group. In the description of the first visit write "for patients who have not been here before", and the right person picks the right slot.

If a new patient still books a 30-minute follow-up, open the appointment and change the service; the calendar then blocks the longer time. Klendr has no separate buffer between patients, so if you write notes after each session, include those minutes in the service length.

Rehabilitation rarely ends after one visit. A typical plan is six to ten sessions, once or twice a week. At the end of a session you drag the next visit into the calendar while the patient puts on their shoes, or the patient books it later from your permanent link klendr.me/your-name. The visit history in the client card shows how many sessions are already done.

Every visit in the series gets its own reminder by email and SMS the day before, in the language of the patient. If something comes up, the patient moves or cancels that visit with the link in the email, and the freed time is open to someone on your waiting list. Prepaid packages are not built into Klendr, so take payment for a series the way you do now.

Working notes, not a medical record

In the client card you can keep short working notes next to the visit history: "right knee, 8 weeks after ACL reconstruction, no running yet, home exercises 1–4". When the patient books again, the note is in front of you before they walk in.

Klendr is a booking tool with a notebook, not a medical record system, and it does not claim to meet health-care record standards. If your work requires an official patient record, keep it in the system made for that. In Klendr, write only what you need to plan and run the visit.

A practice with several therapists and rooms

On the Team plan each physiotherapist has their own schedule in one shared calendar, the practice has one booking page, and the patient can choose a therapist or simply the first free time. Several addresses are supported too, so a therapist who works in two clinics is only offered at the place they really are that day.

Klendr plans time by therapist, not by room. If two therapists share one treatment room, split it by days or use alternating A/B weeks, so their hours never overlap.

What a physiotherapy practice gets in Klendr

Between two patients you can check the next appointment on your phone in the browser or in the Android app from Google Play.

• Booking page — your link in the Google profile, on the clinic website and as a QR code at reception. How online booking works.
• Reminders — confirmation at once and a reminder the day before by email and SMS, so a 60-minute first assessment does not stay empty. See notifications.
• Calendar — day, week and month, breaks, holidays, schedules for single dates and drag and drop. Details on the calendar.
• Deposit or no-show fee — one percentage for the whole account, charged via Stripe at booking or only when the patient does not come. More in payments.
• Google and Apple Calendar sync — your patients next to your private plans.

Sample physiotherapy price list in Klendr

This is how the services of a private physiotherapy practice look on the booking page. The length tells the calendar how much time to keep free for each visit.

Prices are examples for the Baltics; every practice sets its own services, lengths and prices.

How to start online booking in your practice

1. 1
   Create an account

   Sign up in a few minutes and test the whole practice set-up for 14 days without entering a card.

2. 2
   Add first and follow-up visits

   Create the first assessment, follow-ups and other treatments with length, price and a short description of who each one is for.

3. 3
   Set your hours

   Enter working days, lunch break, holidays and the dates you work in another clinic. In a team, each therapist sets their own.

4. 4
   Turn on reminders

   Switch on email and SMS reminders and decide whether you want a deposit or a no-show fee.

5. 5
   Share the link

   Add the link to your Google profile and website, send it to patients after the first visit and print a QR code for reception.

Questions about booking software for physiotherapists