Updated
Physical therapy CRM software
Physical therapy CRM software for the business side of the plan of care. The series books at intake, reminders go out before each session, and patient balances are billed and paid online.
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
Physical therapy software for scheduling and patient billing
Your plans of care are booked at intake and billed to patients directly. Smarfle keeps your calendar, reminders and patient balances, beside your documentation system.
Physical therapy scheduling software
Book the whole plan of care at intake as recurring sessions, and patients get a reminder before each one.
Physical therapy billing software
Self-pay packages and wellness memberships charge the saved card on schedule, each charge with its own invoice.
Physical therapy invoicing software
The patient portion becomes an invoice after the session, paid by card from a payment link in a text, and overdue ones flag themselves.
Calls, reviews and your physical therapy website in one account
Physical therapy call tracking
New patients call after a referral. Each call shows which ad or page brought it in, and the ones you miss are texted back.
Reviews and Google Business Profile
Patients are asked for a review after their last session, and others read those before choosing a clinic.
Website and lead follow-ups
Evaluation requests from your website reach the calendar, and self-pay quotes waiting on a signature get automated follow-ups.
Physical therapy CRM plans that grow with your clinic
All plans include a 14-day free trial. No credit card required.
Starter
Small teams adding tools and growth
- Up to 5 users (1 owner + 4 techs)
- Up to 2,000 clients
Professional
Growing service businesses
- Up to 10 users
- Up to 5,000 clients
SMS, email, AI, and voice are billed pay-as-you-go. See every plan and usage rate →
Three physical therapy problems Smarfle fixes
Plans of care that stop early
Tag patients who cancel twice, filter the tag weekly, and text them a link to rebook before the plan lapses.
Therapists' weeks hard to see
The calendar shows every therapist's week in their own color, so open slots and double bookings are visible at a glance.
Patient balances chased by phone
Balances go out as invoices with a pay link, and the patient statement shows every session billed and paid.
Four ways to answer physical therapy calls
Choose how the front desk line answers when everyone is with patients. If nobody picks up, a text goes out or the AI answers, and the call is logged on the patient.
Plain forwarding
$0.04/min
Rings your phone, and every call is logged as answered or missed.
Forward with call tracking
$0.10/min
Rings your phone; calls are recorded, transcribed and saved to the customer.
Busy message and text-back
~$0.05/call
Plays your message, then texts the caller. Replies land in your Inbox.
AI receptionist
$0.25/min
The AI answers, qualifies the caller and books the job, day or night.
Spam screening comes with every mode. Unknown callers press a key before the call connects, and screened calls cost nothing. How spam screening works
Curious how the AI option sounds? Call (866) 355-9645 and try booking a consultation with it.
How a plan of care flows through Smarfle
One plan of care, step by step, as the desk sees it.
- 1
Referral call
A call, text or web request becomes a patient record with the evaluation booked.
- 2
Plan of care booked
The plan of care's sessions go on the calendar as a series with the assigned therapist.
- 3
Therapy session day
The therapist sees the day's sessions in order, and the desk marks each patient arrived.
- 4
Notes kept elsewhere
Clinical notes stay in your documentation system, and Smarfle keeps the office notes.
- 5
Patient portion billed
The patient portion goes out as an invoice with a pay link, or the saved card is charged.
Physical therapists and clinics Smarfle fits
Outpatient and cash-based clinics that bill patients directly.
A good fit if
Probably not a fit if
Everything Smarfle does for a physical therapy clinic
A saved card for self-pay
Text the patient a link to save a card, then charge each self-pay session from the invoice without taking numbers at the desk.
Wellness check-in reminders
Set a follow-up or wellness visit reminder on the patient, and Smarfle emails and texts them when it comes due.
Home exercise sheets on file
Upload exercise handouts to the patient's private folder and share them, so the patient opens them from their link.
Physical therapy CRM features for the front desk
The front desk carries a clinic's business side. Late fees, automatic check-ins, a second clinic and an edit history lighten that load.
Late cancellation fees billed
Add a late cancellation fee to your services, and the desk bills it on an invoice like any other line.
Check-ins that send themselves
A workflow can email a patient a week after a completed session, so check-ins happen without anyone at the desk remembering.
Two clinics, one account
On Starter and above, a second clinic gets its own therapists, calendar and phone number, with one picker between them.
Who changed the booking and when
Every booking change and note carries the person and the time, so the desk settles a dispute from the record.
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 ZIP first, then accept or pass free, with no lead budget or bidding.
When leads start
Google needs time to rank the pages we add around you, so plan for up to two months. You pay per lead, never for waiting.
Requests arrive pre-qualified
Each request comes with the customer's answers to “What type of visit?” and “Do you have a referral?”, so your callback quotes the job instead of interviewing.
Fair by design
Your existing customers and repeat requests are always free, and a bad lead can be disputed for a wallet refund.
Eight things owners check before choosing physical therapy software
Related industries
Other appointment-based businesses with a similar workflow.
Chiropractic CRM
Care plans with recurring visits and patient billing.
Medical & dental CRM
Recall visits, reminders and dental balances.
Massage & spa CRM
Massage bookings with packages and reminders.
Switching to Smarfle from other PT clinic software?
Your patients, services and past sessions are imported for you. The documentation system stays untouched, so clinical work never pauses.
- Comes across
- Clients, services with prices, and past appointments with their dates and prices.
- Set up fresh
- Recurring plans and saved cards, since card numbers never move between systems.
- Stays in your old system
- Past invoices, so export them as a file before you cancel.
Why businesses stay
Who you are buying from
Ihor Lavrenenko, founder of Smarfle and author of Rank, Ring, Repeat, a local SEO guide for business owners, puts his name on this product after helping hundreds of local businesses grow. Ask for a feature or a change and it is often built by the next day.
Try Smarfle free for 14 days
No credit card. Import your patients and book the next session today.
14 days free · No credit card · Cancel anytime