Explore the demo01
Check the referral and the plan
Ask for the surgeon’s name, the surgery date, and the insurance plan, then answer from your referral and insurance notes.
Physical therapy
The AI receptionist for physical therapy clinics that books evals mid-session.
Post-op patients call about their first visit, runners ask whether they need a referral, and regulars want to move Thursday’s session. Your assistant answers from your clinic’s policies, books initial evaluations and follow-ups, and puts post-surgery warning signs in front of a licensed therapist right away.
An AI receptionist for physical therapy clinics answers patient calls and texts while your therapists are treating, using your services, hours, referral policy, and the insurance you accept. InsertChat’s assistant books initial evaluations and follow-up visits, tells post-op patients what to bring, and sends new pain, swelling, and clinical questions to a licensed therapist.
EXAMPLE WORKFLOW · Phone call
Turn a post-surgery call into a booked initial evaluation
A patient calls at 7:40 a.m., while both therapists are with early patients and the front desk isn’t in yet.
“I had ACL surgery on Friday and my surgeon says I should start PT this week. Is anything open before Thursday, and what do I bring?”
02
Book the initial evaluation
Offer evaluation openings before Thursday and book the time the patient picks, at the length you set for first visits.
03
Tell the patient what to bring
Share your first-visit checklist, such as the surgeon’s protocol, a photo ID, and shorts. The call summary lands with your front desk.
Your team sets the boundaries
Calf pain, new swelling, a fever, or a wound that looks wrong after surgery is flagged for your therapists at once, and anyone describing chest pain or trouble breathing hears your instruction to call 911.
Illustrative scenario. Answers depend on your sources; actions depend on your connected tools and permissions.
What it handles for physical therapy clinics
Answers come from the knowledge you add. Anything on the urgent list follows the handoff rules you set.
Handled by your assistant
Handled by your assistant- Initial evaluations and follow-up visits booked into open times
- Whether a referral is needed, answered from the policy you write
- Insurance plans you accept and the self-pay rates you publish
- What to bring and wear to a first visit
- Moving or canceling visits the assistant booked
Sent straight to your team
- New swelling, calf pain, or fever after surgery
- A fall or a new injury between visits
- Chest pain or trouble breathing, answered with your 911 instruction
- Questions about exercises, pain levels, or progress
- Authorization, visit-limit, and billing disputes
What it asks and what it needs to know
Details it collects
- Patient name and mobile number
- Body area and what brings them in, such as surgery, an injury, or ongoing pain
- Surgery date and surgeon, for post-op patients
- Referring provider, if they have a referral
- Insurance carrier and plan, or self-pay
- Preferred clinic, if you run more than one
- Days and times that fit around work or school
What to add to its knowledge
What to add to its knowledge- Conditions you treat, such as post-op rehab, sports injuries, and pelvic health
- Referral policy, including when patients can book without one
- Insurance you accept, self-pay rates, and visit packages
- First-visit checklist, visit length, and what to wear
- Cancellation and no-show policy
- Clinic locations, hours, parking, and your 911 instructions
Can it tell patients whether they need a referral for physical therapy?
Yes, from the policy you write. Referral rules differ by state and by insurance plan, so add the version that applies to your clinic and each plan you take. The assistant explains it, asks for the referring provider when there is one, and books the evaluation. Coverage and authorization checks go to your front desk with the plan details already collected.
What happens when a post-op patient calls with a worrying symptom?
Your therapists hear about it right away. The assistant asks what changed, when it started, and the surgery date, then marks the conversation urgent and emails the teammates you chose. It never tells a patient whether a symptom is serious. If the caller describes chest pain, trouble breathing, or another emergency on your list, the assistant reads your instruction to call 911.
Is a BAA available for physical therapy clinics?
Yes, InsertChat can sign a Business Associate Agreement (BAA) on Enterprise. Diagnoses, surgery dates, and insurance details that patients share can be protected health information, so choose Enterprise and sign the BAA before the assistant collects them. On other plans, keep protected health information out of the assistant, its calendar, and its connected tools.
How much does an AI receptionist for physical therapy clinics cost?
Clinics that handle protected health information with the assistant need Enterprise, from $998 a month, which can sign a BAA and includes 100 AI assistants, enough for one per location. On other plans, from $98 a month, keep protected health information out of the assistant. Calls draw on monthly credits in whole minutes, and each extra phone number is $10 a month.
Explore the shared workspace
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InsertChat / CalendarOpen full demo Explore InsertChat’s shared workspace with Northstar Home Services, our fictional demo business.
Features for physical therapy clinics
AI receptionist
InsertChat answers your business calls from your own services, hours, and prices. It books appointments on your calendar and brings in your team, full transcript attached, when a person should follow up.
Explore AI receptionist
Scheduling
Your front desk offers open times, books the one the customer picks, and moves or cancels it later, on calls, website chat, and texts. Every booking stays linked to the customer and the conversation.
Explore Scheduling
AI text messaging
Customers text your InsertChat number and get answers from your knowledge. Your team sees every thread in the shared inbox and can step in.
Explore AI text messagingConnect the calendar and tools you use
All integrations ↗
More healthcare industries
Healthcare overview ↗- DentalBook cleanings and new-patient exams, and tell callers which insurance plans you accept.
- ChiropracticSchedule first visits and adjustments while your hands are busy with a patient.
- VeterinaryAnswer pet owners’ calls about vaccines, refills, and sick pets during a full clinic day.
- OptometryBook eye exams and contact lens fittings, answer vision plan questions, and flag sudden vision changes.
- DermatologyBook skin checks and cosmetic consults, explain referral rules, and flag reactions and changing spots for clinicians.
- OrthodonticsBook new-patient consultations, explain braces and aligner options, and sort broken brackets from real emergencies.
- Plastic surgeryTurn procedure questions into consultations, share the pricing you publish, and route post-op concerns to your surgical team.
- Audiology & hearing aidsBook hearing tests and hearing aid fittings, let patients text instead of call, and flag sudden hearing loss.
- PodiatryBook foot and ankle visits, answer referral and insurance questions, and flag wounds and infections fast.
- Home health careAnswer families looking for care, log caregiver call-outs for schedulers, and flag client emergencies for on-call staff.
- Therapy practicesAnswer new-client inquiries and book consultations while your therapists are in session.
Yes. Set your clinic line to ring the front desk for 5 to 60 seconds, and the assistant answers whatever isn’t picked up. That covers check-in rushes and the hour before staff arrive. It can also take every call after hours. US and Canadian clinics can forward their current number to InsertChat.
Yes, for visits the assistant booked. Patients text your InsertChat number, the assistant offers new times, and the change shows on your calendar. Each visit can get a text or email reminder 72 and 24 hours before, so patients move a session instead of skipping it. Visits booked another way are changed by your staff.
No. InsertChat doesn’t connect to physical therapy EMR or practice management software, so plans of care and notes stay where they are. The assistant books into Google Calendar, Outlook, Calendly, Cal.com, or InsertChat’s built-in calendar. If your schedule lives in your EMR, have it collect requests with the body area, referral, and preferred times for your front desk to enter.
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