In this guide 6 sections
In a physiotherapy clinic the front desk owns bookings, packages and bills, therapists own assessments, notes and exercise sheets, and the owner reads payouts, dropouts and referrals. Clear lines stop sessions going uncounted. GullySystem’s Physiotherapy Clinic Management Software gives each login only the part of the record that role needs.
The front desk: calendar, packages and bills
The desk books first visits, follow-ups and home visits by therapist and treatment room. It handles walk-ins, reschedules and cancellations. New patients are registered here, with the referring doctor noted.
Packages sit with the desk too. Each completed session comes off the balance, so the desk and the patient count the same number. Bills for sessions, packages and equipment hire are raised here.
Missed sessions need a morning call. Give that list a fixed time.
- Bookings by therapist and room
- Package balance after each session
- Bills and part payments
- Calls to patients who missed a session
Therapists: assessment, notes and home exercises
At the first visit, the therapist records the complaint, history, findings and goals. The plan sets the number of sessions suggested. Every session ends with a short note.
Notes should follow one format across the clinic, SOAP or your own headings. A therapist covering a day off can then open the plan and see what was done. Nobody needs to phone a colleague.
Exercise sheets come from the clinic’s templates, with sets, repeats and cautions. What is prescribed stays the therapist’s call.
Home-visit therapists: the clinic on the road
Home visits go on the same calendar with the address and the therapist. Each visit counts for billing and payout like a clinic session. Payment taken at the door is recorded against it.
Without this, home visits come back as WhatsApp messages at night. Sessions done and cash collected are then hard to check.
The owner: payouts, dropouts and referrals
The owner reads a few figures each week. These include sessions done by therapist, package money received and patients who stopped coming.
Payouts come from the same session count, visiting consultants included. Referrals by doctor show where patients come from. Progress summaries can go back to referring surgeons as a PDF.
- Sessions by therapist and branch
- Patients who missed their next session
- Therapist payout for the month
- Referrals received by doctor
Who sees which part of the record
Patient notes are sensitive. A therapist sees the patients assigned to them. Reception sees what billing needs. The owner decides who reads what.
Write these lines down before any software goes in. A single-therapist practice may hold all four roles in one person, and a diary may still serve.
Clinic role sheet
A one-page grid with tasks down the side and desk, therapist, home-visit therapist and owner across the top. Tick who does each task today and who should. Tasks with no tick, or two, are where sessions get lost.
Open a blank worksheet to printQuestions owners ask
Does it handle insurance or TPA claims?
No. Panel, insurer and TPA claims stay outside it. Cash, UPI and card receipts against sessions and packages are inside.
Can the referring surgeon read the full notes?
No. A progress summary with range of motion and pain scores from each review goes out as a PDF. The rest of the notes stay with the clinic.
Do visiting consultants get their own view?
Yes. They see their own patients and sessions, and the share due to them for the month.
Does a one-therapist clinic need role splits?
Not much. One person holding every role can work from a diary and a careful sheet. Splits matter once therapists, home visits or a second centre arrive.