CRM for Physiotherapists: Run Your Clinic Without Losing Patients After Discharge

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.

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.

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.

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.

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.

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.

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.

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.

No. They behave differently and measuring them together hides which half of the clinic is profitable. Self pay converts or does not, usually within days of the enquiry. Insurer work runs on authorisations and session caps and generates its own admin around extensions and invoicing. Two pipelines with their own stages takes an hour to set up and changes what you can see.

Usually yes, under the soft opt in, and the conditions are specific. You must have offered an opt out when you collected the address and in every message since, and the services you are emailing about need to be similar to what they came to you for. The ICO's guidance on electronic mail marketing is the reference. Hold marketing consent as its own field rather than assuming it from treatment.

No, and most clinics need both. Clinical software owns assessments, notes, outcome measures and exercise prescriptions. A CRM owns the enquiry that has not converted, the authorisation that is about to run out of sessions, the invoice the insurer has not paid, and the patient discharged four months ago who has not been back.

The six week post discharge check in. It takes twenty minutes to build, it is the sequence patients respond to most warmly, and it turns the end of a treatment course from a dead end into a recall. The enquiry acknowledgement is a close second.

As fields on the record rather than as a separate spreadsheet: authorisation reference, sessions approved, sessions used. Once those are on the patient record you can filter for anybody within two sessions of their cap, which is the report that stops a clinic doing unpaid work.