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For physiotherapy practices

Software for physiotherapy practices

A physiotherapy practice runs on episodes of care, from the first assessment through a course of sessions to discharge, with the home exercise plan carrying the work between visits. wai keeps each episode on one record, from the online request and the signed session notes to the check-in on exercises and the letter to the insurer.

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Updated . Every rule is cited to its official source below.

A physiotherapist in a cream sweater standing beside a smiling older man seated on a wooden chair, tall windows onto a garden tree

For

Private physiotherapy, sports injury and MSK practices

Workflows

Episodes of care, home exercise follow-up, insurer pre-authorisation letters, outcome measures

Rules

In the UK, the HCPC's standards for physiotherapists

The work wai runs for physiotherapy practices

  1. Episodes of care, assessment to dischargeWorkflow 01
  2. Home exercise follow-upWorkflow 02
  3. Insurer pre-authorisation lettersWorkflow 03
  4. Outcome measures across the episodeWorkflow 04

Physiotherapy workflows, and how wai handles each one

The work as your team does it today, step by step, and the part wai takes on.

01Workflow

Episodes of care, assessment to discharge

In the UK, a physiotherapist must keep full, clear and accurate records for everyone they treat, completed promptly after each session.1 An episode of care runs from the assessment to discharge, and the record shows every decision along it.

  1. Assess. History, examination, the patient's goals and a baseline outcome measure, in the assessment note.2
  2. Take consent. Valid consent, voluntary and informed, before treatment begins.1
  3. Agree the plan. The treatment plan and the number of sessions expected, agreed with the patient.
  4. Treat and record. Each session's treatment, the patient's response and any change to the plan, written promptly after the visit.1
  5. Review progress. Re-measure against the baseline and evaluate whether the plan still meets the patient's needs.2
  6. Discharge. The outcome, the advice given and a letter to the referrer close the episode.

How wai handles it

  • Scribe. The assessment and each session note are written from the appointment, cited to published guidelines, for the physiotherapist to read, edit and sign.
  • Appointments. The course of sessions is booked into the physiotherapist's own diary, with reminders, rebooking after a missed visit and waitlist offers.
  • Evidence and audit trail. Consent taken at booking is recorded on the patient's record, and every read of it is logged.
  • Billing. Each session is paid by card into your own Stripe account and reconciled against the visit.

02Workflow

Home exercise follow-up

Most of the recovery happens between sessions. In the UK, NICE recommends advice and information tailored to the person to help them self-manage low back pain at every step, and considering a group exercise programme for a flare-up.3

  1. Prescribe the programme. Exercises, sets and frequency chosen for the patient's needs, preferences and capabilities.3
  2. Send it home with them. The programme and the advice, written for the patient to read again.
  3. Check in between visits. A message a few days later asks how the exercises are going.
  4. Adjust at the next session. What the patient reported goes into the session note, and the programme is changed if needed.

How wai handles it

  • Follow-up. The check-in is drafted on WhatsApp or email in the patient's own language, and sent once your team approves it.
  • Scribe. The exercise advice is written into a letter from the session, for the physiotherapist to sign and send.
  • Appointments. The next session is offered before the patient leaves, with a reminder before it.

03Workflow

Insurer pre-authorisation letters

Insured patients often need the insurer's authorisation before a course of treatment, and the insurer asks for the clinical reasons. A letter written from the assessment answers that question the same day.

  1. Record the policy details. The patient's insurer and authorisation reference, on their record.
  2. Write the clinical case. Diagnosis, findings, the plan and the number of sessions requested, from the assessment.
  3. Send and track. The clinic sends the request and records the authorisation and its limit.
  4. Schedule within the limit. Sessions are booked against the authorised number, and a further request is made before it runs out.

How wai handles it

  • Scribe. The pre-authorisation letter is drafted from the assessment, for the physiotherapist to edit and sign, ready to send to the insurer.
  • Billing. Invoices and statements for each session, with an export for your accountant.
  • Reporting. Takings and front desk reports for any period, produced on the day they are asked for.

04Workflow

Outcome measures across the episode

The HCPC's standards of proficiency ask physiotherapists to evaluate care plans using recognised and appropriate outcome measures.2 The same numbers show a referrer, an insurer or a patient that the course worked.

  1. Measure at assessment. A recognised outcome measure recorded as the baseline.2
  2. Measure again at review. The same measure at agreed points in the episode.
  3. Report at discharge. The change from baseline goes into the discharge letter.

How wai handles it

  • Scribe. Scores spoken during the session are written into the note, for the physiotherapist to check and sign.
  • Staff access. Every physiotherapist works under a named account, with access enforced by role.

The UK's rules for a physiotherapy record

In the UK, physiotherapists are regulated by the Health and Care Professions Council, and its standards set what the record must hold.

  1. Protected title. Only someone on the HCPC Register may call themselves a physiotherapist or a physical therapist.4
  2. Records. Full, clear and accurate, completed promptly after care, and kept secure from loss, damage or inappropriate access.1
  3. Consent. Valid, voluntary and informed, before care or treatment is provided.1
  4. Outcomes. Care plans evaluated with recognised and appropriate outcome measures.2
A woman and an older man shaking hands on a raised timber floor in a wide, sunlit room around a courtyard tree

One system for the whole physiotherapy practice

Every workflow above runs on the same patient record, diary and inbox.

  1. 01

    Appointments

    Online booking from your own website, every clinician's diary read from their calendar, reminders, rebooking after a missed visit and waitlist offers when a slot opens.

    For patients
    Online booking at any hour, with a reminder before the visit.
    For the business
    Fewer missed appointments, and cancelled slots offered to the waitlist.
    On the record
    Every booking, reminder and change, with a time and a name.
  2. 02

    Billing

    Card payments into your own Stripe account, the cancellation policy shown at booking, invoices, statements and reconciliation, with an export for your accountant.

    For patients
    A clear price and policy before they commit, and an invoice in their app.
    For the business
    Payments reconciled against visits, with an export for your accountant.
    On the record
    What was charged, when, against which visit, and the policy the patient saw.
  3. 03

    Scribe

    The note, letters and referrals written from the consultation, cited to published clinical guidelines, with the transcript beside the note, for the clinician to read, edit and sign.

    For patients
    The clinician's attention stays on them during the consultation.
    For the business
    Less time spent writing notes after clinic.
    On the record
    A contemporaneous note, signed, with the time, the signature and the source it cites.
  4. 04

    Follow-up

    WhatsApp, email and calls in one thread per patient, replies drafted in the patient's own language for your team to approve, a response clock on every new enquiry, and recalls a clinician approves.

    For patients
    A reply in the language they wrote in, approved by your team.
    For the business
    More enquiries answered within the hour, when they are most likely to book.
    On the record
    The whole conversation on one record, with response times.
  5. 05

    Evidence and audit trail

    Recording consent taken at booking, referrals written from the visit, patient flags for controlled drugs and safeguarding notes, and every read of a record logged against a named account.

    For patients
    Flags and checks in the record at the point of care.
    For the business
    Incident reviews that start from the audit trail, with times and names.
    On the record
    Who saw what, who changed what, and when, to the minute.
  6. 06

    Staff access

    Named accounts for every person, and role-based access enforced in the database, so every action sits under a name.

    For patients
    Their record seen only by staff whose role allows it.
    For the business
    Access and actions tied to named people, in the same system as the record.
    On the record
    Who holds which role, and every action taken under it.
  7. 07

    Reporting

    Takings, front desk and website reports, response targets, and the patient's own record exportable on request.

    For patients
    A copy of their record when they ask for it.
    For the business
    Weekly reports for leaders on response times, the front desk and takings.
    On the record
    Reports for any period, produced on the day they are asked for.

Prices for clinics, groups and hospitals are on the wai pricing page.

What a well-run practice gains

Patients answered within the hour, clinicians home on time and diaries that stay full, in published research.

  1. 7x

    An enquiry answered within the hour is nearly seven times as likely to become a real conversation.5

  2. 30%

    Clinicians using an ambient scribe did 30% less work after hours.6

  3. 23%

    Patients sent a notification before their visit were 23% more likely to attend.7

Questions

Can an AI scribe write physiotherapy notes?

Yes. wai writes the assessment and session notes from the appointment with the transcript beside them, and the physiotherapist reads, edits and signs each one. The HCPC asks for records completed promptly after care.1

How does wai help with insured physiotherapy patients?

wai drafts the clinical letter an insurer asks for, for the physiotherapist to sign, keeps the authorisation and session count on the record, and handles invoices and card payments.

How does wai help patients keep up their home exercises?

A check-in is drafted in the patient's own language between sessions and sent once your team approves it. The reply lands on the patient's own thread, and the physiotherapist sees it before the next visit.

Who can call themselves a physiotherapist in the UK?

Only someone registered with the HCPC. Physiotherapist and physical therapist are both protected titles.4

Opening a physiotherapy clinic

Every city
  1. Opening a clinicOpening a clinic in London
  2. Opening a clinicOpening a clinic in Sydney
  3. Opening a clinicOpening a clinic in Dubai
  4. Opening a clinicOpening a clinic in Edinburgh

Read next

  1. Read nextAn AI scribe for physiotherapy
  2. Read nextAn AI scribe for MSK
  3. Read nextPractice software for allied health

Other specialties

Every specialty
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  7. Specialtywai for private GP practices
  8. Specialtywai for home visit doctors

Request a demo for your physiotherapy practice.

We show wai running physiotherapy practices on your own diary, notes and inbox, in a 15 minute video call with our team. wai hosts each clinic's records in its own country, under that country's rules.

Request a demoEmail us

team@wellnessa-i.com

Sources

  1. 1Health and Care Professions Council, 2024Standards of conduct, performance and ethicsRead source
  2. 2Health and Care Professions Council, 2023Standards of proficiency, physiotherapistsRead source
  3. 3NICE, 2026Low back pain and sciatica in over 16s, assessment and management (NG59), recommendationsRead source
  4. 4Health and Care Professions Council, 2026The professions we regulateRead source
  5. 5Harvard Business Review, 2011The Short Life of Online Sales LeadsRead source
  6. 6JAMA Network Open, 2025Clinician Experiences With Ambient Scribe Technology to Assist With Documentation Burden and EfficiencyRead source
  7. 7BMJ Open, 2016Using digital notifications to improve attendance in clinic, systematic review and meta-analysisRead source