Physical therapy CRM software
Physical therapy CRM software built around the plan of care, scheduling the full series at intake and keeping session notes on the patient record.
52
18
$14,600
78%
Jennifer Adams
Knee Rehab (Session 8/16)
Michael Torres
Shoulder Assessment
Angela Wright
Post-Op Hip Recovery (Session 3/12)
Chris Johnson
Back Pain Evaluation
Software a physical therapy practice runs on
Outcomes depend on the patient completing the plan of care. That makes the schedule as important as the treatment. Smarfle books the full series at intake and reaches patients between visits. Session notes stay on the patient record rather than in three systems, for one therapist or a full clinic.
Physical therapy scheduling software
An authorization covers a set number of visits inside a window, which makes your schedule and your paperwork the same problem. Smarfle books the whole episode at once and keeps the remaining count in front of the desk, so a course finishes before the approval expires.
Learn morePhysical therapy billing software
Your front desk collects the copay, which depends entirely on the desk being free. Smarfle holds the plan and the copay on the patient so the charge runs with the visit, and keeps authorized visits counted so nothing is delivered unpaid.
Learn morePhysical therapy invoicing software
Your authorized visits run out quietly and the sessions after that get written off. Smarfle keeps the authorization count on the plan and collects the copay against the session, so the balance is never a surprise at discharge.
Learn moreThe growth side, built in
PT referral call tracking
Referred patients call once, prescription in hand. Tracking logs the call, and a text-back schedules the eval before the referral goes stale.
Reviews and Google Business Profile
Patients pick between referred clinics by rating. Requests after discharge, at full recovery, earn the strongest reviews.
Website and lead follow-ups
New-patient forms collect the referral details early, and plan-of-care follow-ups keep visits on schedule to discharge.
CRM plans that grow with your clinic
All plans include a 14-day free trial. No credit card required.
Solo
Sole operators getting started
- 1 user
- Up to 500 clients
- 1 GB storage
- Public booking link + calendar
- Client management
- Work orders with photos
- Invoices + Stripe payments
- Voice AI receptionist (usage-based)
- AI drafts + work order summaries
- GMB rank tracking + Search Console
- GBP Posts + Dashboard
- API access + webhooks
- Mobile PWA + CSV import/export
Starter
Small teams adding tools and growth
- Up to 5 users (1 owner + 4 techs)
- Up to 2,000 clients
- 3 GB storage
- 2 branch locations
- Everything in Solo
- Website builder + AI content
- Your own domain on that website
- Branded client portal
Professional
Growing service businesses
- Up to 10 users
- Up to 5,000 clients
- 5 branch locations
- 10 GB storage
- Everything in Starter
- Manager role (up to 2)
- 50 saved email templates
Business
Multi-location operations
- Up to 30 users
- Up to 10,000 clients
- 10 branch locations
- 20 GB storage
- Everything in Professional
- Manager role (up to 5)
- Priority support
SMS, email, AI, and voice are billed pay-as-you-go. See full pricing breakdown →
What an inefficient clinic looks like
The outcome depends on visits you do not control. What happens between appointments decides the result, and it is the part a clinic can least see.
Patients abandon treatment plans too early
Physical therapy works best when patients complete the full prescribed course. But without regular follow-up and visible progress, patients stop attending after a few sessions. You lose the revenue and they lose the recovery.
Session notes are scattered across systems
Treatment plans live in one system, session notes in another, and billing in a third. When a therapist needs to review a patient's full history before a session, they piece together information from multiple sources instead of having it in one view.
Home exercise compliance is invisible
You prescribe home exercises but have no way to track whether patients actually do them between sessions. Without that feedback loop, you cannot adjust treatment plans based on real adherence data.
Every physical therapy call, handled your way
A therapist in a session cannot take a call. Set the line to text back or book automatically in those hours and nothing needs chasing afterwards.
Plain forwarding
$0.04/min
Just rings your phone. Every call logged as answered or missed.
Forward with call tracking
$0.10/min
Rings your phone. Recorded, transcribed, summarized, and logged to the customer record.
Busy message + text-back
~$0.05/call
Plays your message, hangs up, and texts the caller. Replies land in your Inbox as leads.
AI receptionist
$0.25/min
The AI answers, qualifies the caller, and books the job. Great after hours if you want it.
Spam screening is included in every mode
Turn it on and unknown callers hear one sentence and press a key before the call connects. Dialer software does not press keys, so it never reaches you. How screening works
- Your customers skip it. Known clients and callers on mobile numbers are never screened.
- You are not billed for it. Screened, silent, and blocked calls cost nothing.
- One blocklist. Block a number once and it stops calling and texting.
Curious how the AI option sounds? Call (866) 355-9645 and try booking a consultation with it.
How a PT episode flows through Smarfle
A referral becomes a plan of care and a completed course of treatment. Here is each stage.
- 1
Referral or self-pay booking arrives
Referrals and self-pay bookings both arrive here. The referring physician is captured in custom fields and insurance is verified up front.
- 2
Initial eval booked
Calendar slot for eval. Confirmation SMS, intake form via client portal capturing pain history and goals.
- 3
Plan of care + recurring sessions
Eval documented, plan of care built (frequency × duration), recurring work orders auto-generate the session schedule.
- 4
Sessions delivered and notes filed
Each session logs exercises performed, time tracking, progress against goals, and home exercise program updates.
- 5
Discharge + bill + review
Auto-invoice for each visit (insurance copay) via Stripe payment link, review request at discharge, maintenance reminders for follow-up evaluation.
Same flow for every physical therapy business, only the terminology and details change.
Smarfle is not right for every clinic
Plans of care are what this is built around. Single-session work will use much less of it.
We built this for you if...
Tap the ones that resonate
This probably isn't for you if...
And that's okay
Everything Smarfle does for a physical therapy clinic
Treatment is the outcome. Managing sessions, billing them, and keeping referrals coming are how the clinic survives.
Treatment plan scheduling
Create plans with a set number of sessions and schedule the full series. Track progress per patient and flag those who fall behind.
SMS session reminders
Automated text reminders before each session. Patients who miss get a follow-up message to rebook within 24 hours.
Session notes and measurements
Record range of motion, strength assessments, and exercise performance per session. Build a clear picture of patient progress over time.
Therapist workload management
See each therapist's daily caseload at a glance. Balance assignments to prevent burnout and ensure consistent session quality.
Physical therapy CRM across therapists and sites
Cover for a colleague and you inherit a patient you have never met. The handover usually happens out loud in the two minutes before they walk in, which is how details get guessed at and how the same question gets asked twice. What was sent home in writing, a tag on the patient and a trail of what has already happened make the handover a thing you read. With more than one clinic, a selector narrows all of it to the site you are standing in.
Handovers are where a clinic loses time, and a record that reads back is what makes them short.
Home programs the patient can open
The referral letter, the plan of care and the home exercise sheet you printed sit in folders beneath the patient, shut to everybody outside your clinic. Release the exercise sheet on its own and the patient reaches that one file through an address made for them.
Sort the caseload by referral and plan
Referral source, plan type, post surgical against maintenance, whatever your caseload divides along can be written as a tag with a color. Attach it to the patients it fits and your patient list reduces to that group on demand.
Pick up a caseload already informed
Taking over a caseload should not mean asking three colleagues what has happened so far. Your notes and self recording status changes build up against the patient and against each visit, marked with whoever made them and when.
Clinics kept apart on purpose
Every clinic holds the therapists who treat there and the schedule they book into, with a phone line pointed at that building. A therapist covering two sites reads one of them at a time instead of the merged diary you get otherwise.
Get more patients for your physical therapy clinic
Physical therapy lead generation
Twelve visits can come from one inquiry when the plan of care is followed. Smarfle finds the people searching for therapy in your area and sends the injury or condition with the request, so you know it is something you treat before you call back.
Flat pricing per accepted lead
Physical Therapy leads run about $35 each. You see the job and the ZIP first, then accept or pass free. No monthly lead budget, no bidding wars.
When leads start
We expand the directory around every business that joins, and Google needs time to rank new pages, so plan for up to two months before leads ramp up. You pay per lead, never for waiting. A Google Business Profile with real reviews brings them sooner.
Requests arrive pre-qualified
Every quote request already answers what type of visit and do you have a referral, so your callback quotes instead of interviews.
Fair by design
Your existing customers and repeat requests are always free, and a bad lead can be disputed with a refund to your wallet.
Eight things PT clinic owners check first
Related industries
Other trades using Smarfle to run their book of business.
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ExploreSwitching to Smarfle from other PT clinic software?
Your caseload travels in the parts that belong to the business, which is who your patients are, how to reach them, what is booked and what is still owed. Documentation stays in whatever you use for it now, since Smarfle holds none of it. A US based person prepares the import from your export and sets up each therapist separately, so none of the move is left sitting on your desk.
Why businesses stay
Who you are buying from
We answer requests the same day. If your business needs a new feature, or an existing one changed, it gets built fast, often by the next day. Ihor Lavrenenko puts his name on this product: he has helped hundreds of local businesses grow, and Smarfle is how that experience shows up in your operation every morning.
Ready to run your physical therapy business from one place?
Join service businesses that book more jobs, get paid faster, and grow their reputation with Smarfle.
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