Physical Therapy Software That Keeps Patients on Track
Care plans only work when patients show up. Smarfle schedules the visits, tracks plan-of-care progress, keeps insurance-friendly records, and cuts no-shows with reminders. From $19/month.
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
Everything a physical therapy business runs on
Smarfle connects everything a successful local business runs on: website, Google Business Profile, call tracking, lead follow-up, CRM, review requests, payments, and recurring orders. One platform. Start with the physical therapy workflows below.
Physical Therapy Scheduling Software
Treatment series + insurance-driven scheduling + evaluations. PT scheduling has its own quirks. Smarfle's recurring + per-service duration + intake support fit the workflow.
Learn morePhysical Therapy Billing Software
Physical therapy billing has to model insurance copays, cash-pay visit packages, and HSA receipt generation in one engine. A typical clinic juggles 60 percent insurance billing (Medicare, BCBS, Aetna copays $25-50), 30 percent cash-pay (PT packages of 6 or 12 visits prepaid), and 10 percent HSA reimbursement (clients pay full and submit). Smarfle handles all three: copay collection at visit, prepaid visit-pack decrement, and itemized HSA-ready receipts on demand. No more Excel reconciliation between front desk and biller.
Learn morePhysical Therapy Invoicing Software
Session done = invoice generated with insurance + patient portion split. Treatment plan + cash-pay package handled.
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 & Google Business Profile
Patients pick between referred clinics by rating. Requests after discharge, at full recovery, earn the strongest reviews.
Website & Lead Follow-Ups
New-patient forms collect the referral details early, and plan-of-care follow-ups keep visits on schedule to discharge.
Plans that grow with your physical therapy business
All plans include a 7-day free trial. No credit card required.
Solo
Sole operators getting started
- 1 user
- Up to 100 clients
- 1 GB storage
- Public booking link + calendar
- Client management
- Work orders with photos
- Invoices + Stripe payments
- Activity log, tags, custom fields
- Mobile PWA + CSV import/export
Starter
Small teams adding tools and growth
- Up to 5 users (1 owner + 4 techs)
- Up to 200 clients
- 1 GB storage
- Everything in Solo
- Voice AI receptionist (usage-based)
- GMB rank tracking
- Search Console integration
- API access + webhooks
- Branded client portal
Professional
Growing service businesses
- Up to 10 users
- Up to 500 clients
- 3 branch locations
- 5 GB storage
- Everything in Starter
- AI email & SMS drafts
- AI work order summaries
- GBP Posts + Dashboard
- Workflows automation
- Website builder + AI content
Business
Multi-location operations
- Up to 30 users
- Up to 1,000 clients
- 10 branch locations
- 20 GB storage
- Everything in Professional
- Priority support
- Higher AI credit limits
SMS, email, AI, and voice are billed pay-as-you-go. See full pricing breakdown →
Where physical therapy businesses lose time and money
The day-to-day friction every physical therapy owner recognizes.
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.
Built for physical therapy businesses
Not a generic CRM. Every feature is tailored to how physical therapy companies actually work.
Session Scheduling With Treatment Plan Tracking
Create treatment plans with a specific number of sessions and schedule the full series. Smarfle tracks completed versus remaining sessions and flags patients who are falling behind.
Automated SMS Session Reminders
Patients receive text reminders before each session. Missed session follow-ups go out automatically so patients rebook instead of disappearing.
Per-Session Invoicing
Each completed session generates an invoice automatically. Patients receive their bill by email the same day with a clear breakdown of services rendered.
Patient Portal With Progress Visibility
Patients log in to see their treatment plan progress, upcoming sessions, and billing history. Seeing how far they have come motivates them to finish their plan.
Outcome Tracking and Practice Reports
Track treatment plan completion rates, revenue per therapist, and patient outcomes. Identify which protocols produce the best results and where patients tend to drop off.
Plan-of-Care Progress Tracking
Authorized visits versus completed visits per patient, so care plans finish and re-authorizations start on time.
Every physical therapy call, handled your way
Your business number routes however you decide, and you can mix modes by schedule: forward to your phone during the day, switch to text-back or the AI after hours.
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.
Curious how the AI option sounds? Call (866) 355-9645 and try booking a consultation with it.
How a PT episode flows through Smarfle
From referral to discharge — every session and progress note tracked.
- 1
Referral or self-pay booking arrives
Online booking, AI receptionist, or front-desk. Referring physician captured in custom fields. Insurance verified.
- 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 + progress notes
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.
Is Smarfle the right fit for your physical therapy business?
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Treatment Plan Progress That Patients Can See
Every treatment plan shows a clear progress bar of completed versus remaining sessions. Patients see this in their portal and feel motivated to complete the course. Therapists see it before every session and adjust their approach based on where the patient is in their recovery.
The full physical therapy toolkit, in detail
Three ways Smarfle transforms how you operate, get paid, and grow.
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 questions
Related industries
Other trades using Smarfle to run their book of business.
Chiropractic CRM
Recurring care plans with scheduled visits and follow-up. Nearly identical workflow.
ExploreMedical & Dental CRM
Clinical practice with appointments, reminders, and patient records.
ExploreMassage & Spa CRM
Recovery and wellness sessions booked in recurring packages with reminders.
ExploreWhy businesses stay
A Florida company that treats you like a partner
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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