A physiotherapy clinic runs out of space long before it runs out of therapists. Two plinths, a gym floor and one piece of equipment everybody wants at four o’clock is a scheduling problem that a diary of people cannot see. Picktime books the space alongside the person, and runs your rehab classes as capped sessions on the same calendar.
Blu RehabBook online
Assessment45m · Plinth 2$70.00
Follow-up30m · Plinth 2$48.00
Back classTue 6 PM · 6 of 8Book
Next free8:30 AM11:00 AM4:00 PM
Booked online
10:40 PM
While the clinic was shut
Paid at booking
$70.00
The assessment, on the page
Plinth and therapist
Both free
Or the slot is not offered
Four things that a list of therapists cannot tell you and that decide how many people you can actually see.
A session that needs the gym floor is only offered when the floor and the therapist are both genuinely free. Two therapists are never sold the same space at four o’clock.
A group rehab class has a number of places and a limit that matters. People book their own, and a full class stops taking bookings rather than filling the floor past what one therapist can watch. A waiting list, and a register you mark as they arrive, sit on the paid plans.
The first appointment takes the time an assessment takes and is priced accordingly; the sessions after it are shorter. Each type carries its own length, so a day of follow-ups fits into the day.
On the paid plans, set the follow-up to repeat and every week is generated forward on the therapist who did the assessment. The patient leaves with the whole block rather than rebooking each time, and every date is confirmed by email as it is made.
Not every therapist does every kind of work, and a patient who books the wrong one has wasted the appointment even though it happened. Each therapist in Picktime sets their own hours and their own list of what they treat, so a patient choosing a musculoskeletal assessment sees only the people who do them and only at times they have. Where somebody works two days here and three days somewhere else, the two diaries do not collide, because their hours are set once and the page can only offer what is in them.
Plenty of what happens after the third session is a conversation and a look at an exercise: a progress check, a programme review, a return-to-sport conversation. On the paid plans, mark the appointment type as an online session and the Zoom, Meet or Teams link is created with the booking and sent to the patient in the same message, so the appointment costs nobody a car journey and costs the clinic no space at all. On the same plans a patient in another time zone sees their own local time on the page, which matters more than it sounds for anybody working away.
Four o’clock on a Wednesday, which is the hour everybody who works wants. One therapist has taken a patient onto the gym floor for a return-to-running assessment. Another has just brought somebody through for exactly the same reason, and the back class starts on that floor at half past.
Every one of those three bookings was correct in a diary of people. None of them knew about the others, because the thing they were all competing for was not in the diary at all. Picktime books the space with the person, so the second assessment was never offered at four and the class had the floor it was promised.
Set each therapist’s hours and what they treat, then add the plinths, the gym floor and anything there is only one of, so they are held alongside whoever is using them.
Each appointment type with the length and price it really has, and each rehab class with the number of places the floor holds. Say how much notice you need and how late a patient may move a session.
On the clinic website behind a Book Now button, in your Google Business profile, and in the email you send back to a GP or a coach who has just referred somebody, so the assessment is booked rather than promised.
The busiest two hours of a physiotherapy clinic are the two hours nobody can leave a patient to answer a phone, and they are also the two hours people ring in. Picktime’s AI receptionist answers around the clock and takes several calls at once, works through what the caller needs, captures their details and turns the call into a confirmed appointment in your calendar, checked against the same therapist, room and equipment availability the booking page uses, so it cannot sell the gym floor twice. A caller who needs a person is transferred to you, and every call is transcribed into your dashboard.
The free plan is a plan, not a trial. There is no end date and no card, and what you pay follows how many of you there are and how many sites you run.
Sessions land in the Google or Outlook calendar each therapist already carries, and the paid plans sync both ways so a session moves there when it moves here, which matters for anybody splitting a week between two clinics. Online sessions get a Zoom, Meet or Teams link made with the booking, and payments run through PayPal on the free plan, or through Stripe or Square on the paid ones.
Picktime runs in a browser on a phone as well as at the desk, and there are iOS and Android apps, so a therapist on the floor can see whether the plinth is free at half past, or mark a class register on the paid plans, without leaving the room.
Many clinics run a PT-specific system carrying documentation, home exercise programmes and insurance billing alongside the diary. Picktime is the booking half on its own (therapists, spaces, equipment and capped classes free, with repeating blocks of sessions and reminders on the paid plans), and it is free to start, which is why smaller clinics often begin with it.
Picktime’s free plan covers a single-therapist clinic: your own booking page, sessions booked alongside the space they need, a record per patient, and a cap on every rehab class. No card, no end date. Waiting lists, reminders and repeating blocks sit on the paid plans, priced on how many therapists and clinics you have.
Yes, and it is the thing that most often goes wrong without it. Plinths, the gym floor and any equipment there is only one of are booked alongside the person, so a session that needs the floor only appears at times when the floor and the therapist are both free.
Yes. A class is a session with a number of places on it. Patients book their own place, and a full class stops taking bookings rather than overfilling the floor. The waiting list, and the register you mark against each session, are on the paid plans. The register is what makes a patient who has drifted out of a six-week block visible before it ends.
Yes, on the paid plans. Set the follow-up to repeat weekly for as long as the block runs and every date is generated forward with its own reminder, on the therapist who did the assessment. If one week has to move, only that week moves.
Yes, on the paid plans. Mark an appointment type as an online session and the Zoom, Meet or Teams link is created with the booking and sent in the same message. Patients in another time zone see their own local time on the booking page on the same plans.
It goes onto their record in your account and is used to run the appointment; what the booking form asks for beyond the essentials is yours to set on the paid plans. Requirements such as HIPAA depend on what is held, where it is held and what agreement covers it rather than on any one feature. If they apply to your clinic, ask us what we hold before you set it up rather than assuming either way. Security and trust sets out how data is kept.
It turns on one question: whether the notes and the insurance billing have to sit in the same product as the diary. If they do, a PT-specific system is your answer, and you should expect the diary inside it to be weaker than a dedicated one. If they do not, a booking tool that can hold a plinth or the gym floor alongside the therapist will serve you better, and Picktime is free for a single-therapist clinic. Plenty of practices run both, with the booking in one place and the clinical record in the other.
Not a figure anybody publishes, so we are not going to pretend to one. The tools with the widest reach are general meeting schedulers, and none of them can hold a treatment room against a session, which rules most of them out of a clinic before popularity comes into it. For three plinths and one gym floor, what to test is whether the room is a bookable thing in its own right.
Testing slots Testing that needs a specific machine free as well as the person running it.
See exercise physiology scheduling
A course of care Many short visits agreed as one plan, and a patient who quietly stops at visit five.
See chiropractor scheduling
Floor and classes A floor, a studio and a timetable of classes competing for the same six o’clock.
See gym schedulingFree forever for a single-therapist clinic. No card, no trial clock, and a space that can only be booked once.
Google Calendar
Outlook Calendar
Zoom
Stripe
Square