For physiotherapy clinics
Websites and booking for physio clinics.
Every physio patient arrives one of three ways: self pay, insured, or referred. Each needs different details, different prices, and different paperwork. Then the hard part starts: keeping them on a course of treatment once they feel a bit better. We build websites and booking for all of it.
Knee pain · new patient
Initial assessment
45 minutes · with a named physio
Insurer details
Membership number and authorisation code added
Authorised sessions
4 of 6 used · reminder before the last one
Follow up
30 minutes · weekly
Home exercises
Sent to the patient's app
Self pay and insured prices shown before booking.
Heard at the front desk
The same questions, all day.
Every one of these is a phone call, a DM, or a reception queue. A good website and booking system answers them before anyone has to pick up the phone.
- Do I need a referral from my GP?
- Is this covered by my insurance?
- Which appointment do I book? I have never been before.
- Can I see the same physio as last time?
- Do you have anything after work?
The workflow
How a patient moves through your clinic.
Seven steps, from the first search to the next visit. At each one: what happens, where it usually goes wrong, and what we build to fix it.
01 / 07 Finding help
Found for the problem, not the profession
Patients search a problem, like knee pain after running, not a treatment.
Where it goes wrong: The site lists services, not the problems people actually search.
What we build
A page for every common problem, written to rank locally.
google / searchknee pain after running physio near meyourphysio.co.uk › problems › runners-knee
Runner's knee · Your Physio Clinic
Pain at the front of the knee when you run? Book an assessment with a sports physio, self pay or insured.
healthinfo.example › knee-pain
Knee pain: causes and self care
General information on knee pain.
02 / 07 Booking
A booking path for each way in
Self pay, insured, or referred by a GP, consultant, or employer.
Where it goes wrong: Everyone books the same way, and reception untangles it afterwards.
What we build
Separate paths for self pay, insured, and referred patients, each asking for what it needs.
booking / new patientHow are you paying?
Paying
Through insuranceInsurer
Your insurerMembership number
•••• 4821Authorisation code
AddedAppointment
Initial assessmentPhysio
Any, or choose oneChoose a time03 / 07 Authorisation
Never treat past the authorisation
Insurers usually authorise a set number of sessions per claim.
Where it goes wrong: Sessions run past what was authorised, and the invoice is refused.
What we build
Authorised sessions counted as they happen, with a warning before the last one.
episodes / knee-0412Authorised: 6 sessions
Session 1
Initial assessment · done
Sessions 2 to 4
Follow ups · done
Session 5
Booked Thursday · 1 left after this
More sessions
Prompt sent to the physio to request
04 / 07 Assessment
Outcomes you can show
History, examination, outcome measures, and a treatment plan.
Where it goes wrong: Notes, scores, and plans live in different places.
What we build
One record for notes, outcome measures, and the plan, ready for the insurer or referrer.
episodes / outcomesOutcome measures
Knee · first visit vs week 4
- Pain score6 → 3In range
- Function score48 → 71In range
- Return to runningWeek 6 targetIn range
Pulled straight into the discharge letter.
05 / 07 Course of treatment
Patients who finish the course
Follow ups over several weeks, with home exercises in between.
Where it goes wrong: Patients drop off after a session or two, once it hurts a little less.
What we build
Home exercises and rebooking prompts in the patient's app.
app / my exercisesThis week
Wall sits
3 sets · logged today
Step downs
3 sets · logged today
Calf raises
Due this evening
Next session
Not booked yet · reminder sent
06 / 07 Discharge
Letters and invoices that write themselves
A report back to the referrer, and an invoice to the insurer.
Where it goes wrong: Reports typed from scratch, and insurer invoices chased for weeks.
What we build
Discharge letters drafted from the notes, invoices raised as sessions happen.
episodes / dischargeEpisode of care
Insured · referred by GP
AssessmentTreatmentLetterInvoicedLetter drafted from the notes, checked and signed by the physio.
07 / 07 Coming back
From patient to regular
Pilates classes, maintenance sessions, or the next injury.
Where it goes wrong: No contact after discharge, so the next injury goes elsewhere.
What we build
Class bookings with capacity limits, and check in reminders.
classes / clinical pilatesClinical Pilates · Thursdays
07:0012:3018:0019:15Capacity limits applied, paid online, waitlist when full.
Numbers we design around
- typical initial assessment
- 45 to 60 min
- typical initial assessment
- First appointments run longer than follow ups, so they need their own booking type.
- typical follow up
- 30 min
- typical follow up
- Shorter slots, booked as a course, ideally with the same physio.
- registration for every physio
- HCPC
- registration for every physio
- Physiotherapist is a protected title, so every physio must be on the HCPC register.
Laws & regulations
The rules, built in.
Physio sits between a regulator, the insurers who pay for much of the work, and the usual rules on health claims. Each one shows up somewhere on your website or in your booking.
- HCPC
Protected title: physiotherapist
Source (opens in a new tab): HCPC, Registrant FAQs: protected titlesWhat it saysPhysiotherapist is a protected title. Anyone using it must be on the HCPC register, and patients can check.
What we build inRegistration numbers stored per practitioner, with renewal dates tracked.
- HCPC
HCPC standards of conduct, performance and ethics
What it saysAny advertising a registrant is involved in should be accurate and not misleading.
What we build inCondition pages written in measured terms, with no promised recovery times.
- Health insurers
Insurer recognition terms
What it saysInsurers set their own terms for recognised practitioners, and usually expect authorisation before treatment starts.
What we build inAuthorisation codes collected at booking, and authorised sessions tracked to the last one.
What it saysClaims that a treatment helps a condition need objective evidence behind them.
What we build inClaims you can stand behind, with evidence noted against each condition page.
- ICO · UK GDPR
Booking data as health data
Source (opens in a new tab): ICO, What is special category data?What it saysBooking a physio appointment for a named problem reveals health information, so it is special category data.
What we build inHealth details kept away from marketing tools, and visible only to the people who need them.
A plain English summary, not legal advice. Rules change, so check the source and take advice from your regulator, indemnity provider, or clinical lead.
Every rule for physiotherapy clinics, and what it means for your websiteThe software you may be using
Good software, wrong fit?
Physio clinics are well served by practice management software built for allied health. The question is not whether it works, but whether it works the way your clinic does.
Physio practice management
- Cliniko
- WriteUpp
- TM3
- Jane
Good at
Diary, clinical notes, invoicing, and insurer billing, built for allied health.
May not fit if
Your booking needs to work differently for self pay, insured, and referred patients, or you want a website and patient experience that looks like your clinic.
A custom booking front end and patient account connected to your notes system, or one system built around your clinic if the fit is poor.
Home exercise apps
- Physitrack
Good at
A large exercise library with videos, and adherence tracking.
May not fit if
You would rather patients had one app with your name on it, for booking, payments, and exercises together.
Exercises built into your own patient app alongside booking and rebooking.
Classes the manual way
- Spreadsheets
- WhatsApp groups
Good at
Free and quick to start.
May not fit if
Classes fill, payments get missed, and nobody knows who is on the waitlist.
Class booking with capacity limits, online payment, and a waitlist.
Product names belong to their owners, and we are not affiliated with any of them. Every clinic is different, so we only recommend replacing software when it is genuinely holding you back.
Before and after
The same day, done differently.
Insurance details
Today: Taken over the phone on the day
With a system built for you: Collected at booking, codes and all
Session limits
Today: Found out when the invoice is refused
With a system built for you: Tracked live, with a warning before they run out
Home exercises
Today: Photocopied sheets that get lost
With a system built for you: Videos and reminders in the patient's app
Discharge reports
Today: Typed from scratch after clinic
With a system built for you: Drafted from the notes, checked by the physio
Classes
Today: A spreadsheet and a WhatsApp group
With a system built for you: Booked and paid online, with capacity limits
What we build
Built around how you work.
Hizmedia built AiwasLabs around how we actually work: the shop, the bookings, patient accounts, and a report parser our doctors use every day. Reports that used to be retyped by hand now go out in minutes, and more of our visitors book since launch. It feels like our own system, not software we rent.
AiwasLabsHome and clinic blood testing, UK- Booking conversions, after UX and journey mapping
- +35%
- Lighthouse performance score
- 90+
- Admin for products, bookings, reports, and fulfilment
- 1
Further reading
Guides for physiotherapy.
- 01Online booking for physio clinics: the right patient in the right slotGuides · 5 min read
- 02What missed appointments and slow replies cost your clinic, and how AI helpsAI · 6 min read
- 03Does your clinic need an app, or just a better website?Guides · 4 min read
- 04SEO for private clinics: what actually brings in patientsGrowth · 6 min read
The next step
Ready for a fuller diary?
Tell us how your clinic runs today and where it hurts. We will map your workflow and tell you plainly what we would build, what we would connect, and what we would leave alone.
Common questions.
Yes. Insured patients give their insurer, membership number, and authorisation code when they book, so reception is not chasing it on the day and you are not treating without cover.
Yes. Enter the number authorised and the system counts sessions as they happen, warns you before the last one, and prompts you to request more if the patient needs them.
Usually not at first. A fast website with good booking comes first. An app earns its place when patients follow home exercise programmes or longer courses of treatment, and we can build it from one codebase for iPhone, Android, and the web.
No. Often the best answer is to keep your current system as the record and build the website, booking, or patient account around it, connected where it offers an API. We only suggest replacing something when it is genuinely holding you back, and we will tell you plainly which is which.
Clinic websites start from £2,400 and are usually live in about four weeks. Booking systems, patient accounts, and online stores start from £6,000. You get the exact figure before any work begins, with no surprises at the end.