Physical therapy software that holds the 12-session plan
Three of them would have rebooked themselves at 8 PM if you'd let them. Appointible is the scheduling layer for the 2-to-6 therapist outpatient PT clinic — visits booked one at a time on cadence, automated reminders, patient self-service rescheduling, and free import and export plus onboarding assistance. The schedule is the care plan. When it breaks, healing stops.
Scheduling software priced for the clinic you have — not the chain you left.
You did not buy your DPT and sign a personal guarantee on this lease to spend Friday afternoons rebooking the patients your front desk could not reach between 1 and 3 PM. But here you are — 70 to 200 visits a week, a 10 to 12 percent no-show rate creeping toward 18, an EMR-scheduling bundle billing you $400 to $600 a month plus a $150 scheduler add-on plus hundreds in per-text reminder fees, and one front-desk person who is the third one in 22 months and the only thing standing between the clinic and chaos. You left the big PT chain to escape the productivity quota, and the tools you inherited from DPT school have quietly rebuilt the same trap inside your own walls. Appointible is the unbundled scheduling layer the PT market never built — visits booked on cadence with custom fields tracking the plan of care, patient self-rescheduling, SMS reminders that aren't billed per text, and free import and export plus onboarding assistance so the switch doesn't cost you the weekend you've been promising your family since March.
Online Booking
Twice a week for six weeks, booked one visit at a time.
Visit-on-cadence booking before the patient walks out
An 8 to 12 visit plan of care is the unit of work in outpatient PT — and the front desk has been rebuilding the cadence on a Google Sheet between callbacks. Appointible lets the front desk book the next two visits at the end of the initial eval — Tuesday and Thursday at 9 AM next week — with the auth count tracked as a custom field on the patient. They walk out with the next visits booked, an SMS reminder cadence already running, and you stop having the conversation where Mrs. Reyes shows up for visit 3 asking if she can come back next month. The wound the whole industry names is the same one: patients drop out before finishing their plan of care. Set the spine once.
Patient self-booking that doesn't force a 1 PM phone call
Plenty of all-in-one PT platforms still don't let patients book through a public portal at all. Your 35-year-old post-op TKA patient who works 9-to-5 is the same person booking her dentist online — she will not sit on hold at 1:15 PM to reschedule visit 4. She will silently drop out of her plan of care. Appointible embeds a booking page on your own domain that knows the difference between an initial evaluation, a manual therapy follow-up, and a re-eval, so the schedule that loads tomorrow morning is not a mess your aide has to untangle at 7:55 AM.
Authorization tracking with custom fields
The Medicare patient whose authorization runs out at visit 9 of a 12-visit POC is a billing crater waiting to happen. When an all-in-one PT platform goes down, the outage version is brutal: staff can't schedule anyone, take copays, or send authorization requests out. Appointible's client custom fields store visits-remaining against the authorized count on the patient profile, so the front desk can read who is close to running out and request the re-auth before the patient sits down to a session you cannot bill for. CMS requires a re-evaluation every 10 visits or 30 days; the field shows the count so the front desk books the 10th visit as the re-eval, not free treatment you eat.
Patient Communication
Reminders that are not billed per text.
Automated visit reminders without the per-text shakedown
Some all-in-one PT platforms charge so much per patient appointment reminder that clinics end up spending hundreds of dollars each month just to send them. That is the math owners do at 11:40 PM when they realize the function meant to protect revenue is the line item eating it. Appointible texts and emails patients 48 hours and 2 hours before the visit, with one-tap confirm and reschedule — included, not metered. Clinics turning this on see no-show rates fall from the 12-to-18 percent range into single digits inside the first month. That is units of manual therapy and therapeutic exercise actually billed, and your aide not staring at an empty table at 8:15.
Plan-of-care drop-off rescue at visit 4 and visit 7
The patient who felt 60 percent better at visit 4 and never came back is the silent killer of outpatient PT outcomes. She did not no-show — she stopped scheduling. Discharge metrics tank, episode-of-care drops to 6.2 visits when you planned for 10, and the authorization you fought for is wasted. Client segmentation surfaces any patient with an active POC who hasn't booked, and SMS marketing brings her back to the booking page in two taps — in your voice. The rebook happens while she is on the couch wondering if she should call. Even seasoned clinics have watched their show-up rate sink toward 30 percent. Close that gap before it costs you the discharge.
Re-eval the front desk catches, HEP follow-ups on a schedule
Front desks name the exact wound on the older platforms: when you cancel a client, the visit disappears from the schedule completely, which makes future scheduling for the following week a nightmare. A cancellation is not the end of the plan of care — but most software treats it as one. Appointible's custom fields store the visit count so the front desk can see who is due for a re-eval at visit 9 and book the 10th visit as the re-eval slot, and custom scheduled notifications send HEP check-in texts at week 2 and week 4 — patients confirm they are still doing their bridges and clamshells, and adherence stops being something you guess at when you write the discharge SOAP note at 9:47 PM.
Clinic Operations
Two to six therapists, one to three support staff, four treatment tables — one schedule.
DPT, PTA, and aide scheduling with the right handoffs
Outpatient PT runs on a relay. The DPT does the eval and manual therapy, the PTA takes over therapeutic exercise under your state practice act, the aide sets up the e-stim and cold pack. If the handoff breaks — PTA double-booked, aide still cleaning the last table — billable units evaporate and your day runs 40 minutes long. Big-chain clinicians describe being hounded literally daily to schedule patients on top of treating — the phantom you left to escape. Appointible builds the schedule around who can do what, blocks the PTA's hour for supervised exercise, and gives the aide a visible queue of room turnovers. Everybody knows what is happening at 10:30 without you running point.
Treatment-room and table utilization in real time
Most outpatient clinics run 4 to 8 treatment tables and one private room for evaluations. The math is brutal: a table empty for 45 minutes between patients is a full visit of revenue gone — every day, multiplied by every therapist. Appointible assigns each appointment to a specific table or room, shows utilization across the day, and warns you when you try to book a manual therapy session into a room already holding a gait training. Clinics at this size set the bar plainly: the front desk person isn't frazzled by end of day anymore, and collections have never been better. That is the metric. Not ARR. Friday without a frazzled desk.
A front-desk role that survives the person in it
Every PT owner has said some version of it: my front-desk person is worth her weight in gold. That is praise, and it is the diagnosis. A role this load-bearing should not be this fragile — scheduling coordinators describe being isolated on the phones all day in a position nobody values. The role has structural turnover because the job is 70 percent phone calls she didn't sign up for. Appointible pulls rebookings, reminders, after-hours cancellations, and intake off the phone — so when your front-desk gives notice Tuesday, you are not 14 days from chaos. You are 14 days from training a hire into a job she will keep.
Get your outpatient PT clinic on Appointible this week.
No 24-month contract. No per-text reminder fees. Free import and export plus onboarding assistance with Pro — you give us 90 minutes of your front desk's attention.
Create account
Sign up in a few minutes and tell us about your clinic — DPTs, PTAs, aides, treatment tables, hours, locations.
Free import and export plus onboarding
Active patients, custom fields for plan-of-care authorization counts, referring physicians — moved over with free import and export and onboarding assistance with Pro. Your front desk keeps working through the switch.
Share and get booked
Embed the booking page on your own domain, drop it in the eval discharge packet and your reminder texts, and watch the next-visit booking happen before the patient walks out of the treatment room.
New to Appointible?
Our online booking solution can help you seamlessly get a fully booked agenda for your business.
Get started freeEverything an outpatient PT clinic needs to keep the plan of care intact.
Appointible is the scheduling layer the PT software market never built — sized and priced for the 2-to-6 therapist clinic. We are not your EMR. We are the part of it that was always broken.
SMS marketing that brings discharged patients back.
The post-op TKA patient you discharged in March is the same person who will tweak the other knee in November. A quarterly check-in text — written by you, sent by us, not billed per send — is the difference between her calling you and her Googling 'PT near me.' Target discharged patients, sports populations, or anyone whose last visit was 90 days ago.
Explore SMS Marketing SoftwareInsights that show where the plan of care is leaking.
Average visits per episode of care, no-show rate by day-of-week, retention by visit number, revenue per clinician, revenue per treatment table. The numbers you have been guessing at — visible on one dashboard, segmented by clinician and location, so you stop discovering the bleed in arrears at tax time.
Explore Business Insights SoftwareReminders tuned for outpatient PT cadence.
48-hour and 2-hour reminder texts with one-tap confirm and reschedule, separate timing for evaluations versus follow-ups, cancellation policy enforcement built in. Included — not metered. Stop losing the 8 AM slot to the patient who forgot she had a session, and stop paying hundreds of dollars a month for the privilege of telling her.
Explore Appointment Reminders SoftwareThe clinic schedule in your pocket.
Manage the schedule from the treatment room between patients, from the parking lot at 7:15 AM before the doors open, or from the kitchen counter at 9:14 PM. See who is on which table, what the next slot needs, which PTA is covering the supervised exercise portion at 10:30. The clinic in your hand, so the laptop stays closed at dinner.
Explore Employee Scheduling AppStaff management for DPTs, PTAs, and aides.
Configure working hours, services delivered, and permission levels per role under your state practice act. Track bookings per clinician, see who is running over, and assign unassigned bookings without a group text. The org chart of your clinic, made operational — so the next front-desk hire walks into a job that doesn't require them to be the bottleneck.
Explore Employee Management SoftwarePatient records that follow the plan of care.
Authorization status, visits-remaining, POC dates, referring physician, HEP adherence notes, and full visit history on one client profile via appointment and client custom fields — not bolted on. Search and segment by referring MD to see which orthopedic group is sending you the most patients, and which one quietly stopped sending three months ago and never told you why.
Explore Client Management SoftwareMake your next move.
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