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AI Receptionist for Physical Therapy

An AI receptionist for physical therapy clinics

Referrals, evaluations, and recurring visits make PT phones relentless. Clutchphone answers every call, books patients into the right slot, and keeps plans of care on track.

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The problem

Why physical therapy clinics miss calls

Every unanswered call is a client, patient, or job that might go to a competitor. Here's where phones break down for physical therapy clinics.

Referred patients don't get through

Physician referrals call once or twice. If they can't reach you, they go elsewhere.

Recurring visits are hard to manage

Two or three visits a week per patient means constant scheduling and rescheduling.

Insurance questions slow everything down

Benefits, authorizations, and copays generate long calls for your front desk.

What it handles

What our AI receptionist does for physical therapy clinics

Clutchphone doesn't just take messages. It understands the caller, completes the task, and logs it in your systems.

Evaluation booking

Books initial evaluations with the right therapist and location, and collects referral details.

Recurring visit scheduling

Schedules series of visits and handles reschedules so patients finish their plan of care.

Insurance intake

Collects insurance and referral information and sends it to your team for verification.

Cancellation recovery

Offers open slots to patients who need to make up missed visits.

How It Works

From first call to fully live

We handle the build and the integrations. Your team just shows up for the kickoff and the review.

  1. 01

    Discovery call on Zoom

    We map how calls come into your PT clinic, your call types and volume, and the systems the AI needs to read from and write to.

  2. 02

    We build & integrate

    We train your agent on your services, policies, and FAQs and connect it to your scheduling, CRM, and phone lines. Keep your existing numbers.

  3. 03

    Test, then go live

    Start with one line, overflow, or after-hours calls. We listen to real calls, refine responses and actions, then roll out.

  4. 04

    Optimize continuously

    Call analytics show what callers need. We keep tuning the agent and adding new actions as your workflows evolve.

Incoming call Referred patient · Main line
AI on call
CallerHi, my orthopedic surgeon referred me for PT after knee surgery.
Clutchphone AIThanks for calling. I can book your initial evaluation. Do you prefer our downtown or Westside clinic?
CallerWestside, mornings if possible.
Clutchphone AII have Tuesday at 7:30am at Westside. You're booked, and I'm texting you a link to upload your referral and insurance card.
  • Initial evaluation booked at preferred clinic
  • Referral source captured
  • Upload link sent by SMS

Example call flow for illustration.

Connects to the software physical therapy clinics already use

WebPT Raintree Prompt Health Jane App Google Calendar Custom APIs Custom APIs & webhooks

Integration method depends on each platform's API and is confirmed during discovery.

FAQs

Questions, answered

Can it schedule recurring visits?
Yes. Where your scheduling system supports it, the AI can book a series of visits based on your plan of care rules. Otherwise it captures preferences and creates a task for your team.
Can it verify insurance benefits?
It collects insurance details and sends them to your team for verification. Automated eligibility checks depend on your systems and are scoped during discovery.
Does it work for multi-location clinics?
Yes. It routes callers to the right clinic and books at the location and times they prefer.
How do you approach HIPAA?
We review your HIPAA requirements and BAA needs during scoping and support your compliance review before launch.
How much does an AI receptionist for physical therapy clinics cost?
Pricing is scoped to your call volume, the integrations and actions you need, and your support requirements. Book a 30-minute call and we'll send a tailored proposal for your PT clinic.
How long does setup take?
It depends on the number of call types and integrations. After a discovery call we'll give you a clear timeline and rollout plan, usually starting with one line or queue before expanding.
Book a Call

Get an AI receptionist for your PT clinic

Pick a time for a Zoom with our team. We'll show you how an AI receptionist can answer your calls and take action in the tools your PT clinic already uses.

  • Your call volume, call types, and where calls fall through today
  • Which systems the AI should connect to and what actions it should take
  • A live walkthrough and a tailored proposal
Zoom 30 minutes No commitment

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