Software for physical therapy clinics: the schedule fills itself.
ClinicPilot is configured for your physiotherapy clinic — multiple tables, multiple physios, session packages — with AI that books, moves and confirms appointments with no overlaps, deducts each session from the package, and reminds patients so they don’t miss it.
We build it for you free. If you like it, you pay for it.
In production today in clinics and medical practices. The same AI that runs the schedule, adapted to physiotherapy.
An AI that keeps tables and physios balanced so no one ever throws the schedule off
In physiotherapy, every idle table is lost money, and every no-show breaks a treatment mid-course. ClinicPilot’s AI fills the gaps and keeps a tight grip on both, all day long.
Every session, its exact slot
First assessment 45 minutes, physio session 30, dry needling 20… every concept has its duration, its table and its physio. The AI always assigns the right slot, so your day performs at its best.
Multiple tables, zero overlaps
Several rooms and several physios at once, with no two patients ever crossing on the same table. A mid-morning cancellation? The AI offers the slot to the waitlist and compacts the day.
Reminders that prevent no-shows
The AI notifies each patient before their session and confirms attendance. Fewer no-shows means fewer idle tables and treatments that don’t get interrupted mid-course, with no one having to call.
Session packages, no spreadsheets
The 10-session package is sold straight from the quote and each session is deducted automatically when the appointment is confirmed. Balance visible on the record and at checkout: no more manual tallying.
Your techniques, your timings, your tables and your packages
No generic templates: before installing anything, we load your treatment portfolio with its durations, tables and rooms, packages and full circuits — assessment → sessions → functional discharge. Every physiotherapist builds it their way, so the software fits exactly how they work.
- Assessment and functional progress, with pain and functional scales recorded session by session.
- Session packages and bundles with automatic deduction and balance always visible on the record.
- Multi-table, multi-physio scheduling with no overlaps — every appointment to a free resource.
- And if you add a new technique tomorrow, it’s added with its timings and its resource. No waiting on anyone.
Your treatment portfolio
The first ones are in production today in real clinics. The rest are configured the same way: same modules, your concepts, your timings.
The patient’s functional progress, session by session
In physiotherapy, what matters is how the patient progresses. ClinicPilot keeps the initial assessment and each session’s scales on a single timeline — not in loose notes or spreadsheets.
Assessment and scales in every session
You record the initial assessment and the pain and functional scales session by session — with range of motion, strength and date. On the next visit, you see at a glance whether the patient is improving.
Home exercise plan
You prepare the exercise plan and send it to the patient after the session. It’s saved in their record, along with the episode’s progress, ready to review and adjust on the next visit.
HIPAA-ready by design
Signed consent forms, role-based access and full traceability. Your patients’ data, under lock and on your own installation — not in a third party’s cloud.
How much a physical therapy clinic saves with ClinicPilot
30% isn’t a slogan, and it’s just the floor: it’s administrative work the AI does on its own — above all, matching tables and therapists and confirming every session of the treatment. Adjust your two numbers and compare what you save with what ClinicPilot costs.
Cost to the clinic = salary + payroll taxes and benefits. The calculation uses 30%, the minimum workload ClinicPilot automates, and reaches 50% in clinics with heavy front-desk volume and many sessions per patient; this is what disappears:
Your patients’ progress, on a server of your own
Every clinic has its own installation on its own dedicated server — in the United States for U.S. clinics, HIPAA-ready and with a signed Business Associate Agreement: your patients’ assessments, scales and exercise plans are never mixed with anyone else’s. And they come out whenever you want, raw or classified session by session.
One server just for your clinic
Your installation lives on a dedicated server of its own — in the United States for U.S. clinics, HIPAA-ready and with a signed Business Associate Agreement. You don’t share a platform with thousands of clinics: if a global provider’s system goes down, they all go down at once; yours is independent, with its own backups, and your table and therapist schedule doesn’t stop because someone else’s cloud fails.
Your assessments and scales come out raw
You can take the assessments, every session’s scales and the exercise plans exactly as they are, in an open file you can read anywhere. Nothing stays trapped in a format only your provider understands.
Classify every scale and study recovery
Or export them already classified: diagnosis, pain scale, functional scales, range of motion, strength and number of sessions, each on its own — ready to measure your patients’ recovery or prepare a study, with de-identified export when required (HIPAA for U.S. clinics, GDPR in the EU).
Pricing for physiotherapy clinics
ClinicPilot is deployed once, custom-built, and run on a single fee for the whole clinic. These are indicative ranges; the exact price is set after the initial analysis, which is free and with no obligation.
- Full scheduling AI: slots, reorganization and reminders
- 2 users included
- In-house AI agent, built into your installation: helps your admin team book appointments, check the schedule and resolve questions
- Medical records, quotes, payments, invoicing and consent forms
- Patient migration and training included
- Everything in the $580 plan
- 5 users included
- In-house AI agent, built into your installation: helps your admin team book appointments, check the schedule and resolve questions
- Multiple tables and rooms — overlap-free scheduling per physiotherapist
- Session packages and the patient’s functional progress
- KPIs and financial overview for management
- Direct priority support
- Custom number of users
- Your own agent, custom-built, using the best model for each task among Claude, GPT and Gemini*
- Your email, your WhatsApp and your Google Drive inside the system
- Connected to your email, schedule, payments and WhatsApp: it sorts, replies, books appointments and prepares quotes, carrying out the whole task and only notifying you when a decision is actually needed
- Multiple sites with a consolidated view
- Group-wide and per-site KPIs
- Specific integrations (lab, accounting…)
- Custom service-level agreement
Between 30% and 50% of a three-person admin team’s workload comes to $4,000 to $6,750 a month in staff costs. ClinicPilot’s fee is a fraction of that, and the setup fee pays for itself within the first month.
The fee includes direct support, updates, the AI and dedicated hosting. Nothing is charged per schedule or per module — that’s the generic-SaaS game, not ours.
* The agent in the custom-project plan reasons with Claude, GPT and Gemini, which are external services: for it to work, the data for the task you assign it leaves your clinic’s server. That API is contracted in your clinic’s own name, so you decide what gets sent to it and who is accountable for it — not an intermediary. The medical record stays on your own dedicated server — in the United States for U.S. clinics: the agent is only given the minimum data needed for each task, under a data-processing agreement and the international-transfer safeguards the GDPR requires for health data. The in-house AI agent in the $580 and $980 plans uses none of this: it runs inside your own installation and doesn’t take any data out of the server.
What physiotherapy clinics ask us
Does it manage session packages and bundles?
Yes. You define the package (for example, 10 physiotherapy sessions) and it’s sold straight from the quote; each session is deducted automatically when the appointment is confirmed. The balance stays visible on the patient record and at checkout, so you always know how many sessions are left.
Does it record the patient’s progress session by session?
Yes. The medical record is organized by episode and stores the initial assessment plus the pain and functional scales from every session. You see the patient’s progress on a timeline and check at a glance whether they’re improving.
Does it prevent overlaps between multiple tables and physios?
Yes. The AI knows your tables, your rooms and each physiotherapist’s schedule, and assigns every appointment to a free slot and a free resource. Two patients never cross on the same table, and no physio gets overloaded.
Does it reduce no-shows at sessions?
Yes. The AI sends automatic reminders before every session and, if someone cancels, offers the slot to the waitlist. Fewer no-shows means occupied tables and treatments that don’t get interrupted mid-course.
Can I send the patient their home exercise plan?
Yes. From the record you prepare the home exercise plan and send it to the patient after the session. It’s logged in their record, ready to review and adjust on the next visit.
Where are records and scales stored? What happens if the provider’s server goes down?
Every clinic has its own installation on a server dedicated only to it, or on its own infrastructure: that is where your patients’ assessments and scales live. For U.S. clinics, dedicated servers are hosted in the United States, HIPAA-ready and covered by a signed Business Associate Agreement; clinics in the European Union are hosted in Germany, under the GDPR. You don’t share a platform with thousands of clinics, so a global provider’s system-wide outage doesn’t affect you: your installation is independent and has its own backups. And your data is always exportable, so it’s never held hostage.
Can I export functional scales and progress for a study?
Yes. You can export the information raw, exactly as it is, or request it already classified data point by data point —diagnosis, pain and functional scales, range of motion, strength and sessions— to build your clinic’s database and use it in your studies. For research it can be exported de-identified — in line with HIPAA for U.S. clinics, and with the GDPR for clinics in the EU.
Can I manage the clinic’s email, WhatsApp and documents from the system itself?
On the custom-project plan, yes. The clinic’s email, WhatsApp and Google Drive are integrated into the system, and a custom agent is built that reasons with Claude, GPT and Gemini: it sorts email, handles patients over WhatsApp, schedules each treatment’s sessions and prepares package quotes, carrying out the whole task and only notifying you when a decision is actually needed. You define where that line sits: nothing reaches a patient without the level of review you decide, and the agent handles administration, never clinical judgment. That agent reasons with external services, so the data for each task leaves the server: the API is contracted in the clinic’s own name, under a data-processing agreement and sharing only the minimum data needed for each task, and the medical record stays on your own dedicated server — in the United States for U.S. clinics. The $580 and $980 plans have an in-house AI agent that helps the admin team book appointments, check the schedule and resolve questions: it runs inside the installation itself and doesn’t take any data out of the server.
Your physiotherapy clinic, on autopilot.
Tell us how you work and we’ll show you ClinicPilot configured with your tables, your packages and your functional progress tracking — plus the calculation of how much administrative work it takes off your hands.
Request a personalized demoWe build it for free: if you like it, you pay for it; if not, you don’t · Response within 24–48 h