CRM for Physiotherapists: Run Your Clinic Without Losing Patients After Discharge
A CRM built for physiotherapy clinics juggling insurer-funded and self-pay patients, with the follow up that keeps a diary full.
The Challenges You Face
As a physiotherapists, managing client relationships comes with unique challenges:
- Insurer-funded and self-pay patients running as two separate processes
- Authorisation limits and session counts tracked in a spreadsheet
- No shows and late cancellations eating into clinic capacity
- Discharged patients disappearing with no structured recall
- Referral sources from GPs, clinics and insurers that nobody records
- Clinical software that handles notes but not enquiries or marketing
How Kabooly Helps
Kabooly CRM is designed to solve these problems:
- One pipeline covering both insurer and self-pay patients, tagged by funding route
- Tag patients by insurer so you can filter and report on each funding route separately
- Appointment confirmations and reminder emails to cut no shows
- Automated recall after discharge, sent on a delay without you remembering
- Record and report on every referral source so you can see what fills the diary
- Sits alongside your clinical notes software rather than replacing it
Key Features for Physiotherapists
Everything you need to manage your physiotherapists business effectively.
Contact Management
Keep all your customer information in one place, accessible to your whole team.
Deal Pipeline
Track every opportunity from first contact to closed deal with visual pipelines.
Email Campaigns
Create and send professional email campaigns to your contacts and marketing lists.
Workflow Automations
Automate repetitive tasks with visual, trigger-based workflows.
Booking System
Let clients book appointments directly with you, synced to your calendar.
Lead Attribution
Understand exactly where your leads come from and which marketing channels work.
Simple Pricing for Physiotherapists
Choose the plan that fits your business. No hidden fees, no surprises.
Starter
Perfect for small teams getting started with CRM.
Get Started- 1,000 contacts
- 3 team members
- 5 marketing lists
- 10 email templates
- 10 active deals
- 3 forms
- 3,000 emails/month
Professional
For growing businesses that need more capacity.
Get Started- 7,000 contacts
- 10 team members
- 10 marketing lists
- 20 email templates
- 20 active deals
- 10 forms
- 10,000 emails/month
Enterprise
For larger teams with high-volume needs.
Get Started- 30,000 contacts
- Unlimited team members
- Unlimited marketing lists
- Unlimited email templates
- Unlimited active deals
- Unlimited forms
- 100,000 emails/month
CRM Questions for Physiotherapists
Do I still need my clinical notes software?
Yes. Kabooly is not a replacement for Cliniko, Jane, or whatever you use for clinical records and treatment notes. It handles the business side: enquiries, the patient pipeline, follow ups, recall, and reporting on where your patients come from. Most clinics run both.
Can I track insurer-funded and self-pay patients separately?
Yes. You can tag each patient by funding route, or by insurer, and filter your pipeline and reports accordingly, so insurer work and self-pay patients do not get muddled.
How does it help with patients who finish treatment?
Discharge is usually where clinics lose the relationship. When you tag a patient as discharged, an automation can wait a set period and then send a recall email, so patients hear from you without anyone having to remember. That is often the single biggest source of returning work.
Will it reduce no shows?
Confirmation and reminder emails make a measurable difference for most clinics. You can send them from Kabooly against upcoming appointments, and track which patients repeatedly miss so you can decide how to handle them.
Is it GDPR compliant for patient data?
Kabooly is UK-based with European data storage, with encryption and role-based access as standard. Physiotherapy involves health data, which is special category data under UK GDPR, so we would recommend keeping clinical content in your notes software and using Kabooly for contact details, appointments, and communications.
Can I see which referral sources actually fill the diary?
Yes. You can record a source against every enquiry, whether that is a GP referral, an insurer, a local gym, word of mouth, or your website, and produce a report showing enquiries and conversions by source over any period.
Does it work for a solo physiotherapist?
It does, and solo practitioners often get the most from it because there is nobody else to catch a missed follow up. The setup is smaller too: a few hundred contacts and a simple pipeline can be imported and configured in an afternoon.
What if I run more than one clinic location?
You can tag patients and appointments by location, filter your views per site, and report on each separately, while keeping one patient list across the business.
How a physiotherapy clinic runs in Kabooly
Not a feature list. This is the setup most UK clinics end up with.
Clinical notes stay in your notes software
Kabooly is not a replacement for your clinical records system. It runs the business around it: enquiries, the patient pipeline, follow up, recall and reporting. Keeping treatment content out of the CRM is also the sensible position on special category data.
Pipeline stages that match an episode of care
Stages are yours to define. Clinics usually land on Enquiry, Assessment Booked, Assessed, Treatment Plan, and Discharged. Once it is a column, the point where patients drop out stops being a hunch.
Funding route, referrer and site on the record
Tags and custom fields separate self pay from insurer funded work, record which insurer or which GP referred, and mark the clinic location if you run more than one. Every list and report can then be filtered the same way.
An enquiry form that starts the pathway
Build the form, ask what the problem is and how long it has been going on, and embed it on your site. The submission creates the contact and can start an automation, so nobody waits until reception opens on Monday.
Assessments patients book themselves
Set up booking types for an initial assessment, set your clinicians' availability, and publish the booking widget. Kabooly sends the reminder email before the appointment automatically, which is the cheapest thing any clinic can do about no shows.
Recall handled as a list rather than a memory
Discharged patients keep a tag and sit on a marketing list, so the check in campaign goes out from your own sending domain with unsubscribe handled. For most clinics, discharge is where the relationship silently ends and the revenue with it.
Three automations worth building in your first week
Each of these is a trigger, an optional wait, and an action. Nothing to code.
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The enquiry that gets a same day answer
When a form is submitted, send an email explaining what an assessment involves, how long it takes and what to wear, and create a task to call. People in pain book with whoever answers first.
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The patient who was assessed and never rebooked
When a deal moves to your Assessed stage, wait four days, then send an email with your booking link if they have not booked their next session, and create a task to check. Most abandoned treatment plans stop right here.
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The discharged patient you never hear from again
When you tag a patient as Discharged, wait eight weeks, then send a check in asking how the problem has held up. Returning patients are the largest untapped source of appointments in most clinics.
Go deeper
We have a longer, practical guide on this: CRM for Physiotherapists: A Practical Guide for UK Clinics. It covers what to look for, what to avoid, and how to choose without getting pulled into features built for enterprise sales teams.
Ready to Grow Your Physiotherapists Business?
Start your free trial today and see how Kabooly can help.