Physiotherapy software: the concrete method for a fluid practice

The goal of a modern practice is simple: less administration, more patient time and visible results. Well-chosen physiotherapy software contributes directly to this. It streamlines reception, planning, therapeutic monitoring and communication.

At EKKLO, we help movement professionals to centralize their activity: planning, offers, monitoring, payments and messages. You can get started here: discover EKKLO.

Finally, your solution should not only “manage”. It must prove its impact: fewer absences, better adherence to exercises, more recommendations. If you are starting or relaunching your business, here is a concrete guide to installing effective physiotherapy software, without unnecessary complexity.

To quickly attract a quality active roster, also read this field guide on how attract your first clients without advertising.

What changes does physiotherapy software focused on the patient journey

From the call to the first appointment, without friction

• Online reception form in 2 minutes.
• Slot reserved immediately, automatic email/SMS reminders.
• Documents pre-filled: you save 5-7 minutes per file.

During the session: clear data, quick decision

• History, contraindications, visible entry objectives.
• Standardized tests and assessments, before/after photos/videos.
• Exercise plan sent before the end of the appointment.

Between sessions: grip increases

• Smart notifications when an exercise is forgotten.
• Simple patient feedback: perceived pain, RPE, comments.
• You adapt the plan in 30 seconds, from the app.

Measurable impact in 30 days

• -25 to -40% no-shows thanks to reminders.
• +20 to +35% adherence to exercises thanks to checklists.
• +10 to +25% patient recommendations thanks to regular monitoring.

The 8 essential building blocks of software physiotherapist

1) Online diary and waiting lists

• 24/7 reservation, slots blocked by reason.
• Automatic waiting list: fills cancellations in 1 click.
• Configurable email/SMS reminders.

2) Patient file structured and secure

• History, treatments, tests, media.
• Personalized fields according to your practice.
• Traceability and GDPR compliance.

3) Protocols and exercise library

• Video library with instructions clear.
• Modular protocols by pathology.
• Automatic progressions according to pain/load.

4) Teleconsultation and remote content

• Secure HD video.
• Educational VODs for autonomy at home.
• Messaging integrated for quick adjustments.

5) Payments, invoices and receipts

• Collection in person or remotely.
• Recurring payments for long programs.
• Invoices and receipts in one click.

6) Automations and reminders

• Appointment reminders tailored to the reason.
• Post-session follow-up to assess tolerance.
• Scheduled messages of encouragement.

7) Consents and secure sharing

• Digital consent timestamped.
• Selective sharing with other professionals if necessary.
• Searchable access log.

8) Useful dashboards (not just “pretty”)

• No-show rate, adherence, NPS/recommendations.
• Average time per procedure, distribution of reasons.
• Patient lifetime value and acquisition channels.

Design a smooth patient journey: canvas

1) Effective pre-qualification

• Short questionnaire before booking.
• If not indicated: redirect or suggest a triage call.
• Slots reserved by type of care to avoid delays.

2) First session which builds confidence

• Structured assessment, SMART objectives in 10 minutes.
• Demo of the 1-2 key exercises filmed on site.
• Plan sent and understood before the outing.

3) Simple, visible and motivating follow-up

• Quick check-ins on D+2, D+7.
• Graphs of pain, mobility, strength.
• Threshold reached = message of congratulations.

4) Resumption of activity and prevention

• Standardized return to sport tests.
• Quarterly prevention plan.
• “Autonomy” pack with VOD and light reminders.

To structure your offers and gain clarity, take inspiration from this guide: create attractive offers and packages.

Concrete examples of protocols + monitoring

Functional low back pain

• Week 1-2: breathing, core, hip hinges.
• Week 3-4: light loads, pain tolerance ≤3/10.
• Indicators: flexion without pain, return to tasks daily.

Post-op rotator cuff (phases)

• Phase 1: gentle mobility, pain ≤2/10.
• Phase 2: strengthening rotators, scapula.
• Phase 3: specific job/sport actions.
• Indicators: active amplitude, isometric strength, function (single score).

Recurrent ankle sprain

• Proprioception, controlled jumps, progressive running.
• Tests: balance with eyes closed 30", triple hop symmetry ≥90%.
• Prevention: routine 2x/week on 6 weeks.

Return to running after injury

• Run/walk progression, target RPE 3-4.
• Adjustments guided by pain 24 hours post-session.
• Full return to stable tolerance over 3 weeks.

Each protocol becomes more effective if your Physiotherapy software automatically tracks pain, load and adherence, and alerts you when a threshold is exceeded.

Save time without losing the relationship

Intelligent automations

• Appointment reminders and post-session check-ins.
• Restart if no connection to the app for 5 days.
• Invitation to reschedule if canceled.

Ready-to-use templates

• Initial assessment by recurring reason.
• Standard messages: instructions, encouragement, prevention.
• Duplicable and modular protocols.

Smooth payments

• Payment link sent before teleconsultation.
• Subscriptions for programs over 8-12 weeks.
• Automatic receipts and simplified accounting tracking.

Measure to improve

• Adherence by protocol and per practitioner.
• Average time by type of session.
• Recommendation rate month by month.

To go further on time-saving mechanisms, explore how automate repetitive tasks.

How to choose your physiotherapy software (quick checklist)

Key criteria in 10 questions

• Does the calendar manage waiting lists and different reasons?
• Are the exercises on video, editable and shareable?
• Are the reminders configurable by type of session?
• Is the messaging integrated and secure?
• Are recurring payments possible?
• Do dashboards show no-show, adherence, NPS?
• Data import/export with no hidden fees?
• Simple patient app for the less tech-savvy?
• Responsive chat support + knowledge base?
• Clear, no-cost pricing essential additional options?

Test before adopting

• Reproduce 3 real cases from your firm.
• Measure: time saved, no-shows, adherence over 2 weeks.
• Decide on figures, not on a marketing demo.

Migration without pain

• Import of contacts, essential histories, key documents.
• Dual-system 7 days, then switch.
• Inform your patients: new portal + 2-minute tutorial.

Hidden costs to avoid

• Installation or export fees excessive.
• “Essential” add-on options.
• Long commitment without relevant trial period.

Set up EKKLO in 7 days (action plan)

EKKLO is a unique platform to create your offers, manage the schedule, track progress, collect and communicate in one place. Ideal for practices focused on active rehabilitation, studios and movement coaches.

Days 1-2: structure and schedule

• Create your session types and durations.
• Open online slots, activate reminders.
• Import your main contacts.

Days 3-4: protocols and content

• Import/add your video exercises.
• Create 3 standard protocols per frequent reason.
• Write 5 standard support messages.

Days 5-7: payments, monitoring and communication

• Activate collection and test a payment.
• Configure your key indicators.
• Send your patients the access link and a mini-guide.

You can get started now on EKKLO. If necessary, our team supports you to take each step.

To remember

• Good physiotherapy software reduces no-shows, increases adherence and clarifies your indicators.
• Prioritize the patient experience: simple diary, reminders, clear app.
• Standardize assessments, protocols and messages to save hours each week.
• Decide on metrics: time saved, adherence, recommendations.
• A deployment in 7 days is realistic with a structured plan.

Conclusion: take action without complexity

Physiotherapy software should make your practice simpler on a daily basis and more efficient for your patients. Start with a 14-day field test with 3 typical cases and measure the result.

Ready to centralize your business and deliver a seamless experience? Try EKKLO and discover how use technology to optimize your sessions. If you would like a guided tour, request a demo from the EKKLO page: info.ekklo.com.