PATIENT / REFERRAL
THE SIGNALA post-op referral reaches the clinic
Procedure, body area, referral, protocol, insurance, location, and availability recorded
Focused physical therapy clinic workflow builds start at $795See what you can buy
AI WORKFLOWS BUILT FOR PHYSICAL THERAPY ACCESS
Move referrals into completed plans of care—with fewer scheduling and authorization leaks.
Praktos AI coordinates referral intake, benefits and authorization status, therapist and location matching, visit reminders, waitlist fills, and inactive-plan recovery.
Focused workflow builds start at $795. Connected systems are scoped around your tools, rules, and volume.
One workflow, one owner, one KPI Built around your existing software Human judgment stays human-owned
LIVE PHYSICAL THERAPY CLINIC FLOWACTIVE
TRIGGERA post-op referral reaches the clinic
CAPTUREProcedure, body area, referral, protocol, insurance, location, and availability recorded
CHECK RULESTherapist specialty, timing, authorization, and clinical escalation checked
NEXT ACTIONEvaluation offered or missing-item request launched
BUSINESS RESULTA referral advances with readiness status visible
You approve the rules, handoff, and success metric before anything reaches a customer.
Designed around the software physical therapy clinic teams already know
Real platforms. No rip-and-replace pitch.
WebPT
Prompt EMR
Raintree
Jane
Clinicient
Keet HealthFROM REFERRAL TO ATTENDED PLAN OF CARE
The patient knows the next step. The clinic sees every access barrier.Therapists keep clinical decisions.
ACCESS TEAM
THE CONTROLApproved rules decide what can move.
Therapist specialty, timing, authorization, and clinical escalation checked
Uncertainty goes to a personTHERAPY TEAM
THE OWNED OUTCOMEA referral advances with readiness status visible
Evaluation offered or missing-item request launched
Context includedStatus and next owner recordedPHYSICAL THERAPY OPERATIONS FEEDBACK
What changes when follow-up runs consistently.
Faster referral outreach, fewer attendance gaps, and clear handoffs when patient questions require staff.
“Referrals no longer wait in separate fax and authorization queues. The team sees what is ready, what is missing, and who owns the next step.”
MichaelPhysical Therapy Clinic Owner“Cancellation fills now respect therapist, visit type, duration, and location, so we recover time without creating scheduling mistakes.”
AnnaPT Operations Director“Inactive-patient outreach is administrative and neutral. Clinical questions go straight back to the therapist or care team.”
JoshMulti-Site PT AdministratorTHE PHYSICAL THERAPY CLINIC OPERATING LAYER
Every therapy opportunity is contacted, scheduled,and followed through attendance.
Each system starts with a real operational trigger, applies your approved rules, and ends with a visible outcome or human owner.
Turn referrals into evaluations
Track referral, protocol, diagnosis, insurance, authorization, location, therapist, and patient availability.
Every referral has a readiness status and next owner.Protect therapist utilization
Fill cancellations and optimize scheduling by visit type, duration, therapist skill, location, and patient preference.
Open time is offered only to eligible patients.Support plan-of-care adherence
Send approved reminders for visits, home-program access, reauthorizations, and inactive plans while escalating clinical questions.
Therapists retain every care decision.The promise: no request disappears into an inbox, queue, or disconnected system.It moves, reaches a human owner, or shows the exact reason it stopped.
Run your numbers HIGH-VALUE PHYSICAL THERAPY CLINIC WORKFLOWS
Automations that recover referrals and visits—without adding coordinator work.
No generic chatbot list. These are real trigger-to-outcome systems designed around the work your team already performs.
REFERRAL CONVERSIONSAMPLE RUN
Referral-to-Evaluation Coordinator
New referrals are checked for administrative readiness and routed to the correct therapist and evaluation type.
TRIGGERA new PT referral arrives
CHECKVerify referral and insurance items
MATCHApply therapist, location, and timing rules
BOOKOffer the approved evaluation
BUSINESS RESULTReduce delay between referral and first visit.
UTILIZATIONSAMPLE RUN
Therapist Cancellation Fill
A cancelled visit is matched to eligible waitlisted patients by therapist, visit type, duration, and location.
TRIGGERA therapist gains a same-week opening
MATCHFind eligible patient requests
OFFERSend the approved opening
STOPPause after acceptance
BUSINESS RESULTRecover clinical time without manual phone trees.
PLAN-OF-CARE RECOVERYSAMPLE RUN
Inactive Patient Handoff
A patient who stops scheduling receives a neutral administrative check-in and staff handoff when barriers or symptoms surface.
TRIGGERA patient misses the next expected visit window
VERIFYCheck plan and communication status
CHECK INSend the approved scheduling message
HANDOFFRoute clinical or access issues to staff
BUSINESS RESULTSurface attendance barriers while clinicians retain care decisions.
YOUR LEAK, IN YOUR NUMBERS
What could consistent follow-up be worth each month?
Start with the physical therapy clinic opportunities your team is not consistently working today. Change every input to match your real operation.
Open opportunities × re-engaged × booked × valueA simple model for deciding whether the first workflow is worth building.
USE YOUR NUMBERSMonthly opportunity model
Replace each starting value with a conservative number from your physical therapy clinics operation.
OPEN45opportunities→RE-ENGAGED11responses→BOOKED6.8episodes
MODELED MONTHLY OPPORTUNITY VALUE$3,375Illustrative model, not a forecast. Use your own conversion rates, margins, and capacity before making a decision.
HOW IT GETS BUILT
Your rules first. Automation second.
The system earns trust by making every decision boundary, exception, and business result visible.
Map the real workflow
Document the trigger, current handoffs, tools, delays, and the number that should improve.
Define rules and boundaries
Agree what the system may do, what it must never do, and exactly when a person takes over.
Connect and test
Build against your current stack and test normal, duplicate, failure, opt-out, and exception paths.
Launch with visibility
Measure outcomes, review unresolved items, and expand only after the first workflow is reliable.
WHAT YOU CAN BUY
Start with one workflow. Expand only after it works.
Every engagement defines the trigger, approved actions, staff handoff, failure paths, and the number that should improve.
STARTING AT$795One working automation
Focused Physical Therapy Clinic Workflow
Build and test one valuable workflow—such as referral-to-evaluation coordinator—before committing to a larger system.
CONNECTED BUILDScopedCore operating loop
Connected Physical Therapy Clinic Operations
Connect intake, approved decisions, customer communication, scheduling or workflow status, and staff takeover across your current stack.
FULL SYSTEMCustomEnd-to-end journey
Physical Therapy Clinic Automation System
Build a staged operating layer across lead flow, service delivery, follow-up, exceptions, and management visibility.
Every build includesWorkflow and integration mapRules and staff handoffFailure-path testingOne KPI dashboard
WHERE AUTOMATION STOPS
Routine work moves. Judgment stays with your team.
Every workflow is designed around the professional, safety, privacy, and operational boundaries of physical therapy clinics.
Therapists own clinical judgment
The system does not assess symptoms, change a plan of care, prescribe exercise, or determine readiness.
Authorization status is explicit
Visit counts, approval dates, required documents, and payer exceptions remain visible to staff.
Patient communication is bounded
Approved wording, privacy, consent, stop rules, and clinical escalation are designed into every sequence.
STRAIGHT ANSWERS
What Physical Therapy Clinic operators should know.
What the system handles, where people step in, and how the first workflow is scoped.
Book a Systems AssessmentCan AI recommend exercises or change a plan of care?
No. These workflows coordinate administrative access and communication. Exercise, progression, and clinical decisions remain with therapists.
Can it track authorizations and visit counts?
It can monitor approved administrative status sources, send reminders, and surface exceptions when the integration supports those fields.
Can it fill therapist cancellations?
Yes. Therapist, location, visit type, duration, patient eligibility, and preference rules can control the offer.
What is the best first PT workflow?
Referral-to-evaluation coordination or cancellation fill usually offers a clear access or utilization measure.
What can we start with for $795?
One focused physical therapy clinic workflow with a defined trigger, approved action, staff handoff, failure-path testing, and one KPI. Connected systems are scoped separately after the first workflow is mapped.
What do we receive before deciding to build?
A written systems assessment showing the first physical therapy clinic workflow, the software it touches, the rules it follows, the exceptions staff owns, and the number that will show whether it works.
Is this just another chatbot or answering service?
No. Conversation is only one interface. The value is in connecting intake, approved decisions, scheduling or workflow status, follow-up, staff takeover, and reporting across your existing physical therapy clinic operation.
What happens when a system or integration fails?
Failure paths are designed before launch. Duplicate requests, missing data, unavailable software, opt-outs, timeouts, and uncertain situations stop safely and create a visible staff-owned exception instead of disappearing.
Can our team pause or take over the workflow?
Yes. Staff takeover, pause conditions, approval gates, escalation recipients, and audit visibility are part of the workflow design. Automation remains inside the operating boundaries your team approves.
Do we have to automate everything at once?
No. The recommended approach is one valuable workflow, one owner, and one measurable result. Additional workflows are added only after the first system is reliable and your team is comfortable operating it.
BOOK YOUR PHYSICAL THERAPY CLINIC SYSTEMS ASSESSMENT
Know exactly what to automate first—and what it should improve.
Bring the current process, software, biggest bottleneck, and edge cases. Leave with the first trigger, workflow, human handoff, and KPI mapped out.
Book a Systems AssessmentOne workflowOne human handoffOne number to improve