AI receptionist for physiotherapy practices:
appointments, waiting list and cancellations
While your therapists are treating patients, the assistant answers the phone. It books and moves appointments, takes cancellations, puts new patients on the waiting list and answers general questions about therapy prescriptions (Heilmittelverordnung).
Treating in the room, phone ringing in the hall
In many physiotherapy practices nobody staffs the front desk all day. Therapists see one patient after another, and the phone rings unanswered in the meantime. Calls get returned in the short gap between two treatments.
Many of these calls are quick: moving an appointment, cancelling, asking whether there is a slot free or what to bring to the first session. Callers who reach nobody try the next practice. And when a cancellation ends up on the answering machine, the slot often stays empty although the waiting list is long.
What the AI receptionist handles in a physiotherapy practice
The assistant handles appointments and admin; assessment and therapy stay with your team.
Book, move and cancel appointments
Patients book, move or cancel appointments by phone, WhatsApp or website chat. The assistant enters them in your practice calendar and sends a reminder by SMS or WhatsApp if the patient has agreed to it.
Waiting list and freed-up slots
When nothing is free, the assistant adds new patients to the waiting list with contact details, type of prescription and preferred times. When someone cancels, it can offer the slot to people on the list by SMS or WhatsApp. You decide the details during setup.
Answers without interrupting treatment
What to bring to the first session or whether you offer home visits: the assistant answers the way you have set it up. Whether a specific prescription is valid is checked by your team.
How the AI receptionist starts in your practice
A certified partner sets it up in about 14 days.
Define the workflows
You decide which calls the assistant handles itself, which details it records for the waiting list and who receives which requests, such as queries from doctors' surgeries or urgent cases.
Add knowledge and connect the calendar
The partner adds opening hours, services, notes on prescriptions and your answers to common questions. The assistant books appointments in your connected practice calendar.
Test and go live
Before the start, your team makes test calls. After that, conversations and handovers stay traceable, and the partner adjusts answers when needed.
Features at a glance
The AI receptionist gives no medical or therapeutic advice. Questions about symptoms, exercises or whether a treatment makes sense are recorded and passed to your team. Urgent requests go straight to the practice; for acute complaints it refers callers to the German out-of-hours medical service on 116 117, and in an emergency to 112. There is no integration with practice software: the assistant works with your practice calendar, and billing of prescriptions stays in your own software.
Data protection and professional secrecy in physiotherapy
Callers often talk about symptoms, a diagnosis or an operation. That is health data within the meaning of Art. 9 GDPR. Physiotherapists in Germany also belong to the health professions whose duty of confidentiality is governed by § 203 of the German Criminal Code (StGB). The AI receptionist therefore processes this data solely on behalf of your practice, under a data processing agreement (DPA).
You decide which details the assistant asks for. For an appointment or the waiting list, name, phone number and the type of prescription are usually enough. Under § 203 StGB, external service providers may be involved as far as this is necessary for their work; the practice must then oblige them to confidentiality. Let us know if you need such an undertaking in addition to the DPA, and check the details with your data protection adviser or your professional association.
- Data stored on servers in Nuremberg, Germany (EU)
- Language models act as processors and do not store conversation threads
- Connections encrypted via HTTPS
- Multi-factor authentication (MFA) and role-based access control
- No integration with your practice software, only with the practice calendar
- ISO/IEC 27001 in preparation, not yet certified
Questions physiotherapy practices ask
Does the AI receptionist give therapeutic advice?
No. It gives no information about symptoms, exercises or treatments. It records such questions with a callback number and passes them to your team. Urgent requests go straight to the practice; for acute complaints it refers callers to the out-of-hours medical service on 116 117, and in an emergency to 112.
Can the assistant answer questions about therapy prescriptions?
General questions, yes, with the answers you have provided, for example what to bring to the first session or which treatments your practice offers. Whether a specific prescription is valid or needs to be changed is checked by your team.
How does the waiting list work?
If no suitable slot is free, the assistant records name, phone number, type of prescription and preferred times. When someone cancels, it can offer the slot to people on the list by SMS or WhatsApp, provided they have agreed to it. You set the rules during setup.
Is the assistant connected to our practice software?
No. There is no integration with practice or billing software. The assistant books appointments in your connected practice calendar and sends call summaries by email. Your team transfers them to the practice software where needed.
What does the AI receptionist cost for a physiotherapy practice?
Setup costs €1,299 once, then €399 per month on the Basic plan (500 sessions) or €599 on the Pro plan (1,000 sessions), net. A session is a call of up to 5 minutes or a chat of up to 20 messages. Phone numbers and call minutes are billed separately.
How long does setup take?
About 14 days. A certified partner adds your practice's knowledge, connects telephony and the practice calendar, and tests the workflows with your team.
Ready for more efficiency?
Let's check together how Neurobots "Digital Employees" can relieve your service business. <br/><br/>Fill out the form, and we will get back to you within 24 hours for a non-binding initial consultation.
- Free Process Audit
- Individual ROI Calculation
- No Hidden Costs