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For physical therapy clinics

Physical therapy clinic booking built around assessments

A website where patients book the right appointment type, with the therapist they choose, at a time that is actually free.

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Assistant and booking · Demo clinic

A physical therapy schedule has its own rhythm. New patients need a longer initial assessment, returning patients need shorter follow-ups, and every therapist works different days. When booking happens by phone, your front desk is the one holding all of that in their head.

Velvet Lead puts that knowledge into your website and admin panel. Assessments and follow-ups are separate treatments with their own lengths, each therapist has their own schedule, and patients book online without your team having to work out which gap fits.

What makes PT schedules hard

  • The wrong appointment length

    A new patient with knee pain books a short slot because it was the first one they saw. The assessment runs over, and every patient after them waits.

  • Calls during treatment sessions

    Your therapists are hands-on all day and the phone rings mid-session. Someone with a back injury who can't get through books with the clinic that let them book online.

  • Patients who stop halfway

    A patient feels a bit better after two follow-ups and simply doesn't book the third. Without a clear view of completed visits and no-shows, the drop-off goes unnoticed.

How Velvet Lead helps

How Velvet Lead runs a PT schedule

Set up once with your appointment types and your team, then patients and front desk work from the same availability.

  • Assessments and follow-ups kept apart

    Create an initial assessment and a follow-up as separate treatments, each with its own duration and clean-up time. Online booking only offers a gap long enough for the appointment the patient chose.

    Online booking: how it works

  • Every therapist's real schedule

    Add each physical therapist, the treatments they offer and their weekly hours. Holidays, training days and time off are blocked, so patients never pick a time when their therapist is away.

    Admin panel: how it works

  • First visits flagged

    Bookings from new patients are flagged as first visits. Your team can spot a new patient who chose a follow-up by mistake and fix it before the visit.

    Online booking: how it works

  • Practical questions answered after hours

    The AI assistant tells patients what to wear, how long an assessment takes and what it costs, using the information you provide. It doesn't give exercise advice or comment on injuries.

    AI assistant: how it works

  • A view of who keeps coming

    Reports show completed visits, cancellations, no-shows and first visits by therapist and treatment, compared with the previous period, so drop-off is visible early.

    Reports: how it works

Example

Example: an initial assessment page

Here is how an assessment could appear on your website. The content is illustrative; your physical therapists write what patients actually read.

Example treatment page · illustrative wording
Bookable online

Physical therapy

Initial physical therapy assessment

Staff wording on your site: therapist

Price
Your price per assessment
Duration
Set by your clinic, for example 45 minutes
Downtime
Written by your clinic, for example “none expected; you may feel some soreness after hands-on treatment”
How long results last
Written by your clinic, for example “your therapist discusses a plan with you at the end of the assessment”
Recommended sessions
Written by your clinic, for example “the number of follow-ups depends on your assessment”
Aftercare
Your guidance, for example following the home exercises your therapist gives you
Not suitable for
Your list, reviewed by your physical therapists, for example anyone needing urgent medical care
Minimum age
Set by your clinic, for example 16+ unless you see younger patients
An example of the fields shown on a treatment page. Wording is illustrative, not a real clinic's information.

AI assistant

What PT patients ask the assistant

It answers from your appointment types, prices, therapist profiles, FAQs and uploaded documents. It logs any question it can't answer so you can fill the gap.

  • What should I wear to my first PT appointment?
  • Do I need a doctor's referral to book an assessment?
  • Is there a therapist free before work on Wednesday?
  • How long is a follow-up session compared with the first visit?
  • What's your cancellation policy if I can't make it?
  • I hurt my ankle yesterday and it's very swollen. Should I come in or go to the hospital?

Demo clinic assistant

Answers from the clinic's own information

Example conversation
  1. Patient:

    Can I get an initial assessment early on Wednesday?

  2. Assistant:

    Yes, these initial assessment times are free on Wednesday morning. Choose one, then confirm your details on the booking page.

    • 7:30 AM
    • 8:15 AM
    • 9:00 AM
  3. Patient:

    Which stretches should I do for my shoulder until then?

  4. Assistant:

    I can't recommend exercises, as that needs a therapist to assess you first. If the pain is severe or came from a fall, please contact the clinic or emergency services. I can request a callback if that helps.

An illustrative conversation with a demo physical therapy clinic's assistant. Times and wording are examples.

Settings

Settings PT clinics usually choose

We configure these with you at setup, and your whole site follows them.

Staff title

Therapist

Booking steps and profiles say “therapist” throughout, which matches how patients refer to your physical therapists.

Clean-up time

Set per treatment

Give assessments a longer gap for notes and room reset, and follow-ups a shorter one. Availability respects each automatically.

Minimum notice

Your choice, for example a few hours

Therapists aren't surprised by an assessment booked for ten minutes from now.

Confirmation mode

Instant or manual, for the whole clinic

Instant suits clinics happy for patients to self-book. Manual lets your team check each request, such as a new patient choosing a follow-up.

Cancellation window

Your policy, for example 24 hours

Patients cancel inside the window with their manage link, and the time opens up for another patient.

Where your patients come from

PT patients arrive through physician referrals, sports clubs, Google searches and word of mouth. Log referrals and walk-ins in the lead inbox alongside website and chatbot inquiries, and you'll see which sources send patients who actually book.

Confirmed appointments get WhatsApp reminders for patients who opt in, plus an email reminder. If a follow-up is moved, the old reminder is dropped so nobody shows up at the wrong time.

Built for US clinics

Prices show in USD, and booking follows your own time zone with daylight saving handled.

Other hands-on clinics

Running a clinic with shorter, more frequent visits? See how we set things up for chiropractors. If your team also offers sports or therapeutic massage, the massage therapy page covers treatment lengths and therapist choice.

Honest fit

Is Velvet Lead right for your PT clinic?

Right for you if…

  • Patients book one-to-one sessions with a physical therapist
  • You work from a single clinic location
  • You offer assessments and follow-ups of different lengths
  • You want patients to book online without calling during treatment time

Not right yet if…

  • You run group rehab or exercise classes that several patients book into
  • You need exercise programs or outcome measures in the same system
  • You need equipment servicing records, or a gym floor shared by several patients at once
  • You need insurance billing or telehealth video sessions
  • You want patients to buy a block of sessions on your website (a course is sold at your clinic and counted down from there)

FAQ

Physical therapy clinics: common questions

Can an initial assessment be longer than a follow-up?

Yes. They are separate treatments, each with its own duration and clean-up time. Patients see only times that fit the appointment they picked.

Can we stop new patients booking a follow-up?

Not automatically. First visits are flagged, and with manual confirmation your team reviews every request, so a new patient who picked a follow-up is easy to spot and move to an assessment.

Can patients choose their physical therapist?

Yes. They choose from the therapists who offer that treatment, or pick “anyone available” to see the widest choice of times.

Can we run group rehab or Pilates classes?

Not yet. Velvet Lead books one-to-one appointments only. Group classes where several patients book the same session aren't supported.

Does the assistant give exercise or injury advice?

No. It answers from your clinic's information, such as prices and business hours. It doesn't give medical advice, and it points urgent questions to your clinic or emergency services.

Can our front desk staff add bookings for patients who call?

Yes. Phone and walk-in bookings are added in the admin panel using the same real availability, so a therapist can't be double-booked.

Can we sell a block of sessions and track what's left?

Yes. Sell a course of sessions at your clinic and the system counts them down: used, left, and handed back when an appointment is canceled. The whole course can be booked from the first appointment at a fixed interval. See courses and packages.

Features you'll use most

Related solutions

See a PT schedule running

Book a demo. We'll set up an assessment and a follow-up with different lengths and show how patients book each one.

Book a demoSee the live demo clinic (opens in a new tab)
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