Key points
- Allied health care runs as a course of visits. At one Australian hospital physiotherapy clinic, non-attendance was projected to cost up to A$114,827 a year in staff time.1
- 48% of surveyed US physical therapists used standardised outcome measures, and they named the time to complete and analyse them as the barriers.3
- Regulators expect full, prompt records that include consent and treatment outcomes, so notes are finished on the day.45
- wai puts booking and payment on the clinic's website and drafts the note during the session for the clinician to sign, on one patient record.67
Summary
Choose practice software on four tests run in the demo. A patient books and pays on your website in under a minute, the next visit and its reminder are set before they leave, the note is signed before the next patient, and an outcome measure is filed against each course of care.
The diary fills with patients who finish their course of care, and every note is signed on the day. Choose the software that fits booking, reminders, notes and payments around a course of treatment, and the clinic runs that way.
See it in your clinicThirty minutes on your own patients and doctors.
Request a demoSee a patient book and pay on your own website, and a session become a signed note, in fifteen minutes with a clinician who uses wai daily.
| Area | Must have | Test it in the demo |
|---|---|---|
| Online booking | Booking on your own website with the price shown | Book a first session on your site in under a minute |
| Course of care | Next session booked and paid before the patient leaves | Rebook, take payment and send the reminder in one step |
| Reminders and waitlist | Automatic reminders and cancelled slots offered to the waitlist | Cancel a slot and watch it go to the waitlist |
| Clinical notes | Note drafted in your structure and signed the same day | Run a mock session and sign the note before the next one |
| Consent and outcomes in the record | Consent, treatment given and outcomes recorded in each note | Find consent and the latest outcome score for one patient |
| Outcome measures | Measure sent to the patient and scored into the record | Send a measure, complete it as the patient, see the score |
| Payments and packages | Card and deposits into your own account, session packages | Sell a five-session package and take the first payment |
| Records security | Role-based access and a log of every change | Export the log of who opened one record |
Built around a course of care
A physiotherapy, chiropractic, osteopathy or occupational therapy patient comes back several times, so the next visit is booked, reminded and paid before they walk out.
A costing study of two Australian hospital physiotherapy clinics, with non-attendance of 8% and 10% between 2018 and 2021, projected annual costs of non-attendance as high as A$114,827 for one clinic, counting staff time alone.1
Booking that keeps the diary full
Booking sits on your own website, with the price shown and payment taken at booking. A meta-analysis of 21 randomised studies found patients sent digital notifications missed 15% of appointments against 21%.2
In the demo, book and pay for the next session in the course in one step with the reminder set, then cancel a slot and watch it go to the waitlist.
Notes the regulator expects, finished on the day
The HCPC, which registers physiotherapists and occupational therapists in the UK, requires full, clear and accurate records, completed promptly after care and kept secure.4 The General Osteopathic Council's standards list what an osteopath's record holds, including consent, the treatment given, the clinical response and outcomes.5
An ambient scribe drafts that note during the session in the clinician's structure, and the clinician reviews and signs it before the next patient. Referral letters to the GP or consultant are drafted from the same session. Accuracy is covered in how accurate AI scribes are.
Outcome measures collected every time
In a survey of 1,000 randomly selected American Physical Therapy Association members, 48% of respondents used standardised outcome measures, and more than 90% of those users said the measures improved communication with patients and helped direct the plan of care.3 The barriers named were the time patients took to complete them and the time clinicians took to analyse them.3
Send the measure to the patient before the first and last sessions, and have the score land in the record without retyping. In the demo, ask to see a measure sent, completed and filed against the course of care.
Payments taken at the point of booking
Payment at booking turns a provisional slot into a commitment. Check that card payments and deposits run through the clinic's own account, that session packages can be sold up front, and that insurer claims are prepared from the signed note.
A course of care on one wai record
wai Checkout puts booking and payment on the clinic's own website, with the earliest time first, booking in three taps and payment through the clinic's own Stripe account, with the clinic as merchant of record. Every booking sends the patient a confirmation and an intake questionnaire, and Checkout has no wai subscription or setup fee.6
wai Clinicians drafts the note and letters during the session for the clinician to review and sign.7 Reminders, deposits and waitlist backfill run through wai Admin, with each reply drafted for the team to approve.
Where to start
Take four baseline numbers from last quarter, the non-attendance rate, the share of courses of care completed, the share of notes signed on the day, and the share of patients with an outcome score at the start and end of care.
Run each shortlisted system through the scorecard in a live demo with your own services and prices, pilot your choice for a quarter, and compare the four numbers. The switching checklist covers moving records across.
Bring your services, prices and note template. We show your booking page and a signed session note in the demo.
Frequently asked questions
What does an allied health clinic need most from practice software?
Booking with payment, reminders that hold a course of care together, notes signed on the day and outcome measures collected without retyping.
How much do reminders reduce no-shows?
Pooled across 21 randomised studies, patients sent digital notifications missed 15% of appointments against 21% without.2
What must a physiotherapy or OT record contain in the UK?
How do clinics get outcome measures collected?
By saving time. US physical therapists named the time to complete and analyse measures as the main barriers, and 48% of those surveyed used them.3 Sending the measure ahead and filing the score automatically removes both.
Can an AI scribe write a physiotherapy note?
It drafts the note during the session in the clinician's structure, and the clinician reviews and signs it.7
What does wai Checkout cost?
Checkout has no wai subscription or setup fee. Card payments run through the clinic's own Stripe account at Stripe's published rate.6
Sources
- 1BMJ Open, Mohammed Selim and colleagues, 2025Cost of physiotherapy non-attendance at a metropolitan hospital in Australia, a time-driven activity-based costing study (PubMed abstract)Read 14 October 2026Read source
- 2BMJ Open, Robotham and colleagues, 2016Using digital notifications to improve attendance in clinic, systematic review and meta-analysis (PubMed abstract)Read 14 October 2026Read source
- 3Physical Therapy, Jette and colleagues, 2009Use of standardized outcome measures in physical therapist practice, perceptions and applications (PubMed abstract)Read 14 October 2026Read source
- 4Health and Care Professions CouncilStandards of conduct, performance and ethics, standard 10, keep records of your workRead 14 October 2026Read source
- 5General Osteopathic CouncilOsteopathic Practice Standards, theme C, safety and quality in practiceRead 14 October 2026Read source
- 6wai, 2026wai Checkout, booking and payment on your own websiteRead 14 October 2026Read source
- 7wai, 2026wai for clinicians, notes, letters, coding and cited evidenceRead 14 October 2026Read source
A full diary of patients who finish their care, with every note signed on the day.
Fifteen minutes on your own services and note template, with a clinician who uses wai daily. We reply within one working day.
Partner with us
See it on your own patients, then build it with us
Thirty minutes on your own patients, doctors and rules, in your market. We reply within one working day, and the clinics that partner with us early shape what we build next.
See what wai does between the visits