Referral intake
#1Trigger Referral received
- Extracts patient, diagnosis and referring provider
- Contacts the patient to book an evaluation
- Notifies the referrer
Outcome Referrals booked fast
Typical stack: WebPT, document processing
Chiropractic & physical therapy · Physical therapy clinics
AI automation for outpatient physical therapy clinics
Turn physician referrals into booked evaluations, track insurance authorizations and visit limits, and keep patients on their plan of care until discharge.
Where time leaks
Where the hours go in physical therapy clinics
Patterns we see in this industry. Your workflow will differ; discovery confirms which ones apply.
01
Physician referrals arrive by fax and email and wait to be scheduled.
02
Insurance benefits and authorizations must be checked before evaluation.
03
Visit limits run out unexpectedly.
04
Patients drop off before completing their plan of care.
05
Patients arrive without completed intake forms or outcome questionnaires, and therapists spend the first minutes of the evaluation on paperwork.
Common tools in physical therapy clinics:WebPTPrompt HealthRaintreeClinicientJaneWeave
Named for compatibility only. No partnership or endorsement implied; we confirm API access for your plan during discovery.
Automation recipes
5 automations built for physical therapy clinics
Trigger → steps → outcome. Each one is a scoped, fixed-price build.
Benefit check prep
#2Trigger Evaluation booked
- Collects insurance card photos
- Prepares the benefit verification task
- Tells the patient their estimated responsibility once verified
Outcome No surprise bills
Typical stack: Forms, EMR
Authorization and visit limit tracker
#3Trigger Plan of care started
- Tracks authorized visits and expiration dates by payer
- Alerts the front desk 3 visits before the limit
- Prepares the re-authorization request with progress notes for the therapist
Outcome No unpaid visits past authorization
Typical stack: EMR
Plan-of-care adherence
#4Trigger Patient misses or does not rebook
- Sends a reminder
- Offers new times
- Alerts the therapist after two misses
Outcome Better completion
Typical stack: SMS, EMR
Intake and outcome forms
#5Trigger Evaluation booked
- Sends the intake packet and the outcome questionnaire your clinic uses
- Tracks completion and reminds the patient the evening before
- Puts completed forms in the chart for the therapist
Outcome Evaluations start on time with forms done
Typical stack: EMR forms, SMS
Interactive
Build your automation
Pick what starts it and what should happen next. Your workflow assembles live below. This is a planning tool; we confirm what your tools support during discovery.
Your workflow
Planning preview- Trigger
-
Add at least one step on the left.
Demo
Try a missed-call text-back
Tap "Start a missed call" and reply as the customer. Runs in your browser.
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Incoming call…
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Missed-lead revenue estimate
EstimateMove the sliders to match your business.
Est. recovered / month
Est. per year
missed → re-engaged → won per month
Estimate = leads × missed % × re-engaged % × close % × deal value, using only the numbers you entered. Not a guarantee; excludes software and build costs.
Plan my text-back automation
Demo
Watch the workflow run
Step through "Referral intake" one stage at a time. Click any step.
ROI estimate
A starting ROI estimate for physical therapy clinics
Preset for a small team. Change the numbers to match your business.
How we implement
Built around how work actually runs in physical therapy clinics
We start with your referral sources and EMR. We start with referral intake because that is where new patients wait longest, then add benefit checks, authorizations and plan-of-care reminders. Front desk staff review the messages before anything goes live.
Discovery call: We walk through your current process and tools (free, 30 minutes).
Workflow map & fixed quote: Written scope, software costs listed separately, compliance notes included.
Build in a test environment: Your accounts, test data first, then a supervised pilot.
Handover: Documentation, training and an optional support plan.
Limitations & compliance notes
- Clinical decisions stay with licensed therapists; we sign a BAA where required.
- Insurance verification is confirmed by your billing staff.
- Direct access rules for seeing patients without a referral vary by state; your clinic sets which referral paths are allowed.
General information, not legal advice. Confirm requirements with your own counsel or compliance officer.
Want these automations running in your business?
Tell us your tools and the one task you'd remove first. We reply with a plan.
Part of Chiropractic & physical therapy
The broader playbook for the whole trade, including recipes that apply across specialties.
AI automation for Chiropractic & physical therapy →Related industries
Services behind these automations
FAQ
Common questions
We do not claim that. We sign BAAs where required.
We confirm options.
Yes, with your billing rules.
It can send reminders with the program your therapist assigned, if your clinic wants that.
Yes. It can share your cash-pay pricing and payment options before the first visit.
Staff verify benefits, handle anything the assistant flags and talk to patients who prefer a call. The automation removes the repetitive follow-up: chasing forms, reminding about visits and tracking authorization counts.
After a missed visit the patient gets a reminder with new times. After a second miss the treating therapist is alerted so they can decide on the next step, rather than the patient silently dropping off the plan of care.
Yes. They can be told when the evaluation is booked and when progress notes are sent, using the channels your clinic already uses.
Next step
Tell us how your physical therapy clinics work flows today
Two short steps. We reply by email, usually to set up a 30-minute discovery call.
What happens after you submit
- 1
We read it personally
A person reviews your note. No automated sales sequence.
- 2
We reply by email
Usually with 2–3 clarifying questions and times for a 30-minute call.
- 3
You get a written plan
Workflow map, fixed quote and listed software costs before any build. No obligation.
Prefer to talk? Call (214) 891-5650 or email info@fullstopsolutions.com.
Not ready to talk? Try the ROI calculator or readiness check. No email needed.