Best physical therapy marketing: website, booking & intake“Every table is taken.” The phone still rings.
The best physical therapy marketing pays when a patient with a surgeon’s script or a bad knee finds you, books the evaluation and gets a confirmation before they call the next clinic. We build the website that books, the local search, online booking, one place where every referral and inquiry lands, an instant reply to each one and an AI phone line for the calls your front desk cannot take, as one system for your clinic.
Full practice system from $1,995/monthAI voice agent plan from $449/month, free setup, no contract
Referral calls picked up while you treat.
The floorThursday, 5:52 PM
Every table taken. One phone ringing.
- Therapist, bay 1 A knee replaced last spring. One-on-one, nine minutes to go.
- Therapist, evaluation room A first visit. The door is closed for the hour.
- Aide, the gym Watching three people on the treadmill, the bars and the mat.
- Front desk Checking out a patient. One copay, one form, one question.
- You, in the office Charting. Four notes behind.
- The front-desk phone Sixth ring. A spouse: “My surgeon said to call by tonight. I had my knee done Tuesday.”
If it rings outThe discharge sheet lists two more clinics. She dials the next one.
If the line answersThe first visit is booked for Friday at 10:00. The surgery date and the surgeon’s name are on the sheet. The forms are texted.
A full floor is a good day. It is also a silent phone.
Physical therapy is one-on-one work. Your therapists are hands-on from the first appointment to the last, the aide is with three people on the machines and the front desk is checking one patient out while the next waits. Nobody is free to answer the phone. Nobody should be.
Medicare counts timed treatment as the therapist’s direct, one-on-one time with the patient, in 15-minute units. A ringing phone is not that time. So the call goes to voicemail, and the person who dialed has a list of other clinics in their hand.
Source: Medicare Claims Processing Manual, chapter 5.
Your phone can answer at 5:52, from $449 a month with free setup (normally $1,495). See the plans.
- 73%
- of patients at one national chain missed at least one visit in their course of care (445,000 patients, 2016 and 2017)
- 10%
- of people booked for a first evaluation at one sports and orthopedic clinic never showed (698 of 6,971), and every extra day of waiting made it more likely
Sources: PLOS ONE, 2021 and Physical Therapy, 2021.
Physical therapy marketing, one system
From “physical therapist near me”
to the first evaluation.
Six parts, one monthly price, run by our team. A patient searches or gets a script from a surgeon, finds a page that books the evaluation and hears back at once. The phone covers the hours every therapist is hands-on.
- A website built to bookWhat you treat, how the first evaluation goes, who needs a referral and an evaluation calendar on every page.
- Local SEOMap and search results for physical therapist, post-surgery and sports injury searches near each clinic.
- Online bookingEvaluations in the blocks you set, with the goal in the patient’s words and a confirmation text that keeps the first visit.
- Lead captureEvery form, text, referral and call lands in one inbox with its source, including the script a patient has not yet acted on.
- Lead responseEach inquiry gets a reply right away with a link to book, and a nudge to the patient who has not booked yet.
- Call answeringReferral, evaluation and reschedule calls picked up while every therapist is one-on-one.
Full practice system
The full practice system for physical therapy clinics
Evaluations booked into the blocks you set, referrals answered right away, cancellations recovered, and the HIPAA setup written down before launch. Fully managed by our team, AI included. From $1,995/month.
Or start with one piece
- AI voice agent planFrom $449/month, free setup, no contractStart here if referral, evaluation and reschedule calls go to voicemail. Connections to your scheduling software, a second clinic and HIPAA setup are scoped in writing.See the AI voice agents
- Get Found local SEO$99/month, or $82.50/month billed yearlyFor clinics that do not appear on the map when someone searches for physical therapy nearby.See Get Found
- Review growthFrom $995 setup + $297/monthFor clinics whose patients get better and never say so where a stranger can read it.See review growth
- Smart WebsiteFrom $2,395 setup + $197/monthFor a clinic that wants a site built around its evaluation, wired to its calendar and inbox.See Smart Websites
- Essential Website$99/month, free setupFor a new or small clinic that needs a clean, credible site and nothing more.See the Essential Website
Prices in USD. AI voice agent plans include their minutes. For the other pieces, setup and monthly fees are listed separately, and calls, texts and AI usage are billed at actual use. Each piece joins the same connected system, so you can add the next one without starting over.
Bay 1 · The surgeon’s script
The surgeon signed a slip. Now she needs a first visit.
A knee replacement, a rotator cuff repair, a fracture out of its cast: the surgeon sends people to therapy with a slip of paper and a list of clinics. They do not shop around. They call down the list until somebody gives them a time.
The slip does not start the clock. In APTA’s 2025 consumer survey, 28% of people who had considered physical therapy already held a referral and had not started.
Waiting costs you. At the sports clinic behind the 10% figure, across those 6,971 first evaluations, each extra day between booking and the visit raised the odds of a no-show by about 6%. So the line offers your first opening and books it while the caller is still on the phone.
Sources: APTA, Consumer Perceptions 2025 (online survey of 1,199 people, May 2025) and Physical Therapy, 2021 (odds ratio 1.058 per day waited).
Dr. R. AlvarezOrthopaedic surgery
Rx
- Patient
- Maria S.
- Diagnosis
- Right total knee replacement, Tuesday
- Order
- Physical therapy. Evaluate and treat.
- Frequency
- Twice a week for six weeks
R. Alvarez
Call by Friday. Ask for the first opening.
Three ways a script reaches you
In the patient’s hand
The patient phones you, or a spouse does, straight from the surgeon’s list of clinics.
The line: The line writes the surgery date and the surgeon’s name, offers your first evaluation opening and texts the forms.
Sent to your desk
The surgeon’s office faxes or sends the script. Your desk phones the patient.
The line: This one stays with your team. The line does not read faxes or referral portals. If that patient rings back at night, it books them like any other caller.
The surgeon’s coordinator phones
“Do you have anything for a shoulder repair this week?”
The line: The line offers the openings you allow, writes down the patient’s name and number, and passes the paperwork question to your desk.
We set this up for you. Book a call and we start from your week.
Front desk · The question at the counter
“Do I need a referral?” Your line answers it your way.
Every U.S. state, the District of Columbia and the Virgin Islands has lifted all or some of its referral requirements for physical therapist evaluation and treatment, according to APTA. Some states still set limits, and some plans want a script before they pay.
Most people have not heard the news. In APTA’s May 2025 survey, 41% of U.S. adults knew a physical therapist can treat patients without a physician’s referral, and 51% of patients did. Many callers ask because they honestly do not know.
The line does not decide who qualifies. It reads one sentence that you write for your state or province, then books the evaluation.
Sources: APTA, direct access and APTA, Consumer Perceptions 2025.
The line starts with your sentence, then listens for which of three answers it needs.
“I have a slip.”
The lineBooks the evaluation. Asks who wrote the script and to bring it, and writes the doctor’s name on the sheet.
Your deskFiles the script when it arrives.
“I don’t have one.”
The lineReads your one sentence about seeing patients without a referral, then books the evaluation.
Your deskChecks your state or province’s rules and the plan before the visit.
“My insurance says I need one.”
The lineWrites the plan’s name and books or holds the slot, whichever your rule says. It does not say what the plan will pay.
Your deskCalls the plan, tells the patient what is needed and by when.
Evaluation room · Friday, 10:00 AM
The first visit takes an hour. Book it into an hour.
An evaluation needs more time than a follow-up, so it gets its own blocks. The line books first visits into your evaluation blocks and nowhere else. Follow-up blocks stay for the people already on a course of care.
Every evaluation ends with goals. The line writes the first draft in the patient’s own words, and your therapist takes it from there.
- 8:00EvaluationBooked last week
- 9:00Follow-up
- 9:30Follow-up
- 10:00EvaluationBooked by the line, Thursday 5:58 PM
- 11:00Follow-up
- 11:30Charting
Goal, in the patient’s words
- “Walk to the mailbox without the cane.”
- “Pick up my granddaughter.”
- “Get through a shift without my back locking up.”
The line writes what was said and stops there. Setting the goal into a plan is your therapist’s job.
Hi Maria, your first visit is Friday at 10:00 AM. It takes about an hour. Please bring:
- The doctor’s script, if there is one
- Insurance card and photo ID
- Clothes you can move in
- The forms, filled in on the phone
Reply C to confirm or M to move it. Reply STOP to opt out of texts.
Front desk · Before visit one
Who is paying? Ask once, write it down.
The answer decides what your desk does next, so the line asks it early and passes the answer on. It collects what the caller has to hand. It never says what a plan will cover.
| Who is paying | What the line asks | What your desk does next |
|---|---|---|
| A health plan | The plan’s name, and the member number if they have the card handy. | Checks benefits and any approval needed before visit one. |
| Medicare or Medicaid | Which one, and whether a doctor has signed a plan for therapy. | Checks what that program needs from your clinic. |
| Workers’ compensation | The employer, the date of the injury and the claim number if they have it. | Confirms the claim and who at the employer signs. |
| A car accident | The date of the crash, whose insurer and the claim number. | Works out which policy pays first. |
| The patient | Nothing more. It reads your self-pay fee from the clinic card. | Takes payment at check-in. |
Canadian clinics swap the rows: an employer’s extended health plan, the provincial workers’ compensation board and the car insurer. The line says the same thing on every row: “Our front desk will check that with you before your visit.”
The office · Friday, 1:40 PM
A 3:00 cancels at 1:40. You find out at 3:05.
A physical therapy day is a stack of fixed slots, and a cancel leaves a hole that nobody sees until the patient does not walk in. In the largest study we found, 73% of patients missed at least one visit.
- 1:40 PM
Sam phones to cancel tomorrow’s 3:00. “Work got in the way.”
The line - 1:41 PM
It offers two other times. Sam takes Monday at 4:20. The 3:00 slot is marked open.
The line - 1:42 PM
A text goes to the three people who said “call me if something opens earlier.”
The full clinic system - 1:55 PM
One replies: “Yes, I can do 3:00.”
The full clinic system - 1:56 PM
Booked. The confirmation and forms text go out. Your desk sees it on the schedule.
The full clinic system
What you did during this
Nothing. You were with a patient.
The AI line takes the cancel call and rebooks the caller. The texts to the people waiting are part of the full clinic system, built with you, and go only to patients who agreed to texts. A reminder the day before, with one reply to confirm and one to move, keeps fewer holes from opening at all.
Source: PLOS ONE, 2021 (444,995 patients, 828 clinics in 26 states).
Six ways a patient reaches you. One inbox.
A patient does not pick one door. A surgeon hands them a script, they search, open your site, submit the form, text the number or call from the parking lot. The system catches every one in the same place, marks where it came from and replies right away, so the evaluation is booked before the script goes in a drawer.
- Searches “physical therapist near me”Your map listing and site come up, with the evaluation calendar on the page.
- Has a surgeon’s script and fills in your formCaptured with the referring office on it. A text goes back right away with a link to book.
- Calls while every therapist is with a patientThe AI receptionist answers, asks the referral question and books the evaluation.
- A physician’s office sends a referralIt lands in the inbox with the physician’s name, and your team gets it prepared.
- Cancels at 1:40The text reply offers the slot to your waitlist and moves the patient.
- Comes without a scriptThe page says who needs a referral, and the evaluation books either way.
What your front desk opens in the morning is one list: who reached out, from where, what was said, what was booked and what needs a person. Lead capture, lead response and booking are part of the full practice system, from $1,995/month, and the website and local search come with it.
Where the phone stops
Say what the desk says. Stop where the therapist starts.
The line is clerical. It answers, writes down and books, and it hands everything clinical to the people licensed to do it.
What it can say
- Your hours and each location
- What a first visit involves and how long it takes
- What to bring and what to wear
- The plans you accept and your self-pay fee
- Your sentence about seeing patients without a referral
- Who to ring after hours, and the emergency line
What it never will
What is wrong with a knee, a back or a shoulderWhether to rest, ice, stretch or keep exercisingHow many visits or weeks it will takeThat they will be back to a sport or a job by a dateWhat a plan or Medicare will payWhether it is safe to do more than the surgeon’s instructions allow
If a caller says any of this, everything else waits
- Trouble breathing, chest pain, coughing up blood or faintingThe line reads your emergency sentence: hang up and call 911.
- A calf that is swollen, warm and painful, after surgeryThe line tells them to phone their doctor or surgeon today.
- Sudden weakness or numbness on one side, or trouble speakingThe line reads your emergency sentence: hang up and call 911.
Sources: CDC, blood clots and CDC, stroke signs. 911 is the emergency number in the United States and in Canada. You approve the wording, and we test it before launch.
The message pad · 6:00 PM
Not every caller is a patient. Every call has a home.
Referral sources, employers and family members phone a clinic too. Each gets an answer and lands on the right desk.
FromThe surgeon’s coordinator
An opening for a shoulder repair this week
The lineOffers openings, writes the patient’s name and number
ForYour desk confirms the script
FromAn employer or case manager
A worker who hurt a shoulder on the line
The lineTakes the worker’s name, the claim number and a callback time
ForYour desk or owner
FromA lawyer’s office
Records and dates of care
The lineTakes a name and number. Releases nothing.
ForYour desk, with the patient’s signed permission
FromA daughter, for her mother
“She fell. Does she need a referral?”
The lineBooks the evaluation under the patient’s name and writes the caller’s relationship
ForYour desk confirms who may get the texts
FromA patient from last year
“It’s my shoulder again.”
The lineBooks a new evaluation or a recheck, whichever your rule says
ForThe therapist who saw them, if you want it
FromA vendor or a recruiter
The owner, please
The lineTakes a name, a company and a number
ForYou, when you choose
Who picks up when every therapist is hands-on?
Four ways to cover the phone, on the same five moments.
| Moment | Voicemail | A message service | Another front-desk hire | Our Essential AI receptionist |
|---|---|---|---|---|
| 5:52 PM, a knee replaced on Tuesday | A beep. The next clinic on the discharge sheet gets her. | A name, a number and the word “post-op.” | Left at 5:00. | Writes the surgery date and surgeon, offers Friday at 10:00 and texts the forms. |
| A back that went out on Sunday, no doctor | They search again. | “Back pain, call back Monday.” | Home until Monday. | Reads your referral sentence, offers the next evaluation block and writes the goal in the caller’s words. |
| The surgeon’s coordinator, mid-morning | She tries the next clinic. | “Doctor’s office called.” | On the other line, or at check-out. | Offers openings and writes the patient’s name and number for your desk. |
| A 3:00 that cancels at 1:40 | You learn of it at 3:05. | A message you read at 4:00. | Handled, when she is not at the counter. | Rebooks the caller and flags the slot. The full clinic system texts the people waiting for an earlier time. |
| What it costs you | Free, until you count the patients who called the next clinic. | A monthly bundle of minutes. | A wage and benefits, and still one person on one call. | AI voice agents: from $449 a month with free setup (normally $1,495). Minutes of calls are included in the plan. |
Native speech-to-speech voice AI
- GPT Realtime by OpenAI
- Gemini by Google
GPT Realtime How we set it up.
A call about your floor
Where does the phone fall down? Who covers Friday afternoons? Do you want more post-op evaluations, sports injuries or work injuries?
You fill in the clinic card
Six items on one page. We tighten the wording until it sounds like your front desk on a good day.
You read every line before anyone hears it
The greeting, the referral sentence, the emergency lines and each text. Change any word.
We ring it ourselves
Every call on the test sheet, more than once, before a real patient can reach the line.
Live, then a look at week two
We go through the first calls with you, fix what sounds off and set the after-hours path.
The clinic card
One page. It is the only thing the line reads from.
- Hours and locations
- Open hours at each clinic, and where the after-hours line sends people.
- Evaluation blocks
- Which therapist, which days, how long, and what kind of patient each takes: post-op, sports, work injury.
- Your referral sentence
- One line for your state or province, in your words.
- Fees and who you accept
- Plans, workers’ compensation, self-pay fee and how you take payment.
- Your emergency and post-op lines
- The sentences for a caller with a red flag, worded for your country.
- Your texts
- The confirmation, the reminder and the missed-visit text, each written by you.
The test sheet
We make each of these calls ourselves before a real patient can reach your line.
- A spouse phoning at 5:52 for a knee done on Tuesday
- A back that went out on Sunday, with no doctor
- “My insurance says I need a referral”
- A surgeon’s coordinator asking for an opening
- A cancel with two people waiting for an earlier time
- A daughter phoning for her mother after a fall
- “Will this fix my shoulder?”
- A caller with chest pain
- An employer with a claim number
- A former patient with the same shoulder
What stays with your therapists
- Every evaluation, finding and exercise
- Whether care is needed and for how long
- The plan of care and every change to it
- What a plan or Medicare pays, and any approval
- Referral paperwork and the release of records
- The surgeon’s precautions
The line asks only what the desk needs to book, in the spirit of HIPAA’s minimum necessary standard. History goes on your forms.
What clinic owners ask us.
Short answers first. Ask us anything else on a call.
How much does physical therapy marketing cost with you?
The full practice system for physical therapy clinics starts at $1,995 a month with setup from $5,000. It is one system run by our team: the website, local SEO, online booking, lead capture, lead response and call answering, with the HIPAA setup written down before launch. A smaller clinic can start smaller: the AI voice agent plan is $449 a month with free setup (normally $1,495), no contract, with minutes of calls included in the plan; a website is $99 a month with free setup. Prices are in US dollars.
Why does the full practice system start at $1,995 a month?
It replaces the agency, the reminder tool and the phone service with one price. It costs more than our general systems because a clinic adds HIPAA setup, referral handling and a link to scheduling and records software.
What does the AI voice agent plan cover?
One main call job with one booking path, for example the referral and evaluation calls booked into the blocks you set. The practice card, the greeting and the notes your front desk receives are included. A second job, a connection to your scheduling software or a HIPAA setup that needs extra agreements is scoped in writing before setup begins and can cost more.
Can it tell a caller whether they need a referral?
It reads one sentence that you write for your state or province, and then books the evaluation. It does not decide who qualifies. Every U.S. state has lifted all or some of its referral requirements, but limits differ, and a plan may still want a script before it pays. Your desk checks both before the first visit.
Will callers know it is an AI?
Yes. It says so in its first sentence, in wording you approve. The voice runs on native speech-to-speech models, GPT Realtime from OpenAI and Gemini from Google, so it listens and replies in speech without the lag of an old phone menu.
What happens when someone phones right after surgery?
It writes the surgery date and the surgeon’s name, asks what they want to get back to, and offers the first evaluation opening your card allows. It does not repeat or comment on the surgeon’s instructions. Anything about precautions goes to your therapists.
Can it fill a slot when a patient cancels?
The AI line takes the cancel call, offers other times and marks the slot open. Texting the people waiting for an earlier time is part of the full clinic system, built with you and sent only to patients who agreed to texts.
What if a caller describes something serious?
Everything else waits. For chest pain, trouble breathing, coughing up blood, fainting or sudden weakness on one side, the line reads your emergency sentence and tells them to call 911. For a swollen, warm, painful calf after surgery it tells them to phone their doctor today. That follows the CDC’s advice on blood clots and stroke, and you approve the wording before launch.
What about privacy?
An injury described on the phone, in a form or by text is health information. Our platform can be set up to support HIPAA, and we settle the details in writing before launch: where recordings, messages and forms are stored, who can open them and which agreements your clinic needs, a business associate agreement among them. In Canada the same talk covers federal and provincial privacy law. Your clinic keeps responsibility for its compliance program.
Can it text my patients?
Yes, patients who agreed to texts. It can confirm a visit, move one, follow up on a missed one and send the forms. Each text carries a way to stop, and you write every message. The rules are the FCC’s in the United States and CASL, through the CRTC, in Canada.
Can you help me collect reviews?
Yes, with our review growth product. After discharge, patients get a short check-in first, and happy ones get a one-tap link to post a review. Concerns come to you. A review a patient posts is theirs. What you reuse in your own advertising is governed by your board, and Ontario’s college, for one, requires advertising to be truthful, accurate and verifiable and bars claims of superiority. Check with your board or college.
College of Physiotherapists of Ontario, advertising and marketing standard
Does it work with my scheduling software?
That depends on the software. Tell us what you use, and before setup we write down which connections work and which do not. Where one does not, the note reaches your desk by text and email and a person copies it across.
Can it answer in Spanish or French?
A clinic can add a second language. We test real calls in each language before launch. If a call goes somewhere the line is not comfortable, it takes a message and books a callback in your hours.
Do you replace my front desk?
No. Your desk knows your patients. The line covers the minutes the desk is at the counter and the hours nobody is there, so your team spends the day with the person standing in front of them.
Do you run my ads?
No. We make sure the calls you pay for get answered and booked. Get Found handles your map listing and local search, and the site and the phone line are built to work together.
Do you work with clinics in the United States and Canada?
Yes. We are based in Toronto and set up phone lines for physical therapy and physiotherapy clinics on both sides of the border. The emergency lines, the referral sentence and the privacy setup are written for your country and your state or province. The AI voice agents have no contract, the full practice system with 6 months, and the Essential Website and Get Found run month to month.
Someone is dialing down a discharge sheet tonight.
Book a call and walk us through your floor: where the phone falls down, who covers a Friday afternoon, which evaluations you want more of. You leave with a written first step and its price, and you will have talked to the people who build it, led by our founder, Vikram Roy.