Healthcare · Home Physiotherapy Provider Management Software

One system for referrals, visit routes, session packages, outcome scores and referrer updates.

Run a home physiotherapy service from one record. Referrals become home assessments, then session packages counted visit by visit, and each therapist opens a day route showing stairs, surgeon’s precautions and the exercise sheet. Goniometer readings, Timed Up and Go results and walking frames lent out all come from the same visit notes, which also feed progress letters to referring surgeons.

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Package types, visit windows and review points entered as your service runs them
Patient list and open packages migrated
Edits to forms, scores and exercise libraries handled by GullySystem staff when asked

Services that visit patients at home after hip replacement, stroke or a fall get routes, Berg Balance scores, visit packages and funder claims in one place. Coordinators order each day by postcode. Therapists record each visit. Accounts staff bill packages and settle mileage claims.

Where it breaks today

What goes wrong before the software.

Daily routes are built by phone

Six homes in a wide area can be ordered many ways, and one late cancellation sends the coordinator back to the whiteboard and a round of phone calls. The old run is lost.

Referral details arrive in scattered forms

Diagnosis, the surgeon’s precautions and the family contact arrive by fax, message or call, so the therapist reaches the door without the hip restrictions or the stair details. The gap shows later.

Package sessions are counted from memory

The patient counts seven visits used, yet the therapist’s diary shows eight, because each visit was noted in a paper diary, a phone calendar or the billing sheet. Arguments follow at billing time.

Scores stay in a notebook

Pain scores, goniometer angles and walking distance are written at the bedside and copied later, so progress is hard to show to the patient or the surgeon. The notebook stays in a bag.

Equipment in homes is not located

A walking frame or TENS unit left in a patient’s house is known to one therapist, so the next patient waits for a unit that is not there. The store shelf sits empty.

Travel claims are rebuilt at month end

Distance and time between homes are written from memory on a mileage sheet, so pay for the month rests on a figure that nobody can check against the route. Disputes arrive with the payslip.

How it runs

How the work flows through it, step by step.

1
Referral
A surgeon, discharge desk or family refers the patient, and the record holds the diagnosis, operation date, precautions, home address and the carer’s number. Urgency is set at once.
2
Home assessment
The nearest free therapist visits to score function, stair access and trip hazards, agree goals with the patient and record consent on the tablet. Baseline scores are kept.
3
Package
The plan becomes a priced package with a set number of visits and review points, and the patient or a funder accepts it before the first treatment visit. The count starts there.
4
Visits
Each day’s route lists homes in order with the plan and exercise sheet at every stop, and the therapist records treatment, scores and any exercise changed. The visit count drops by one.
5
Review
At the set visit number the scores are set against the goals from the first assessment, and the coordinator extends, changes or closes the package. The review is logged.
6
Discharge
A summary goes to the referring doctor, walking frames and TENS units come back from the house, and the final package bill is settled against receipts already held. The file is then closed.

Modules

What is inside.

Every module can be switched on, left out or changed to match how your team already works.

Referrals and intake

Log each referral with its source, diagnosis, the surgeon’s precautions and urgency, then assign the home assessment to the nearest free therapist by postcode. Missing fields are flagged.

Patient home record

Keep address, gate or door-entry notes, carers, walking aids, stair count and hazards found at the first visit on one record that every therapist opens before knocking. Nothing lives in a notebook.

Visit routes by therapist

Order the day by area and appointment window, show drive time between homes, and rebuild the run when a visit is cancelled or a patient is admitted. The map redraws itself.

Package quotes and visit count

Quote a package with its visit count and fee, record acceptance by the patient or funder, and show both patient and therapist how many visits remain before review. Owed visits stay visible.

Visit notes and outcome scores

Record treatment given, pain score, range of motion, Berg Balance result and walking distance at each visit, then chart every score against the goal set on day one. Trends show at a glance.

Home exercise sheets

Build a dated exercise sheet with sets and repetitions, send it to the patient or carer, and replace it after each review so old copies cannot linger.

Consent and hazard forms

Signed consent, home hazard checklists and the carer’s contact details stay attached to the patient and to each visit, so a therapist opening the record sees them first.

Equipment in homes

Track each walking frame, commode and TENS unit as in store, in a therapist’s bag or at a patient’s home, with the date it is due back. Overdue units are listed.

Referrer progress notes

Send the referring doctor a progress note at set visits and a discharge summary, each one laid out as your clinical lead prefers, with the exercise sheet attached.

Package billing

Bill packages in instalments tied to visit numbers, record receipts and funder claims against each instalment, and show the patient the balance left on the package.

Therapist travel claims

Total the distance and time between homes from the day’s route and prepare each therapist’s mileage claim for approval, so pay no longer rests on memory.

Solutions inside

The business modules it is built from.

Each one is also available on its own, or inside a system built for you.

Technician Scheduling
Therapists are assigned homes by postcode and appointment window, and the coordinator moves a visit when a patient is admitted to hospital or cancels at the door.
Estimate/Quotation Management
A package is quoted with its visit count and fee, marked accepted by the patient or funder, so the number of visits owed is clear.
Service Reports and Proof of Visit
Each visit leaves a dated note with treatment given and scores, which later sit side by side so a surgeon can see progress against the goal.
Document Management
Signed consent, hazard checklists and carer contacts attach to the patient and the visit, and open from the patient’s record on the therapist’s tablet.
Fixed Asset Register
Each walking frame, commode or stimulation unit has a record showing whether it is in store, in a therapist’s bag or at a patient’s house.
WhatsApp, SMS and Email Notifications
A progress note is prepared at the set visit number and sent to the referring doctor, with the sending date logged on the patient’s record.
Invoice Management
Package fees are billed in instalments, receipts are matched to each one, and the patient or funder sees the balance still due on the package.
Expense & Reimbursement
Distance and drive time between homes come from the day’s route, then go to a manager for approval before the month’s mileage is paid.

Services

How we would put it in.

Setup, data migration, integrations and anything built on top.

Who uses it

One system, each person sees their part.

For the service owner

Read visits done by area, packages ending, the referrers sending most cases and the equipment sitting in patients’ homes, without asking anyone for a spreadsheet.

For coordinators

Plan routes, move visits when a patient cancels, assign home assessments and watch which packages are about to finish so reviews are booked before the last visit.

For therapists

Open the day’s route, then the patient’s plan and exercise sheet at each stop, and record scores in the car or on the doorstep before moving on.

For accounts staff

Bill packages in instalments, match receipts to completed visits and check each therapist’s mileage claim against the route that was driven.

Reports

The numbers the owner asks for.

Visits done by therapist and area
Packages ending and reviews due
Outcome scores by patient against goal
Referrals received and converted by source
Equipment out in homes and due back
Package balances outstanding
Travel claimed by therapist for the month

Good fit

Who this is built for.

Services that treat patients at home after joint replacement
Providers working with stroke and neurological rehabilitation at home
Services that send therapists to older patients at risk of falls
Providers working under contract for hospitals or insurers
Small practices that started with a clinic and now mostly travel

Honest answer

When it is not the right choice.

A therapist who sees a few home patients beside a busy clinic list can use Physiotherapy Clinic Management Software instead, which keeps the clinic diary in front.
If your staff are carers and not therapists, shift rosters and care plans matter more than visit packages, and Caregiver Agency Management Software fits the daily work better.

Made to fit

Adapted to your business before it goes live.

You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.

Package types and review points

Visit counts, fees and review visit numbers are entered as your service sells them, so a ten-visit hip package and a six-visit falls package both work.

Assessment and score forms

Your own assessment headings and outcome measures are used, so therapists keep recording in the form they already know, whether that is Berg Balance or Timed Up and Go.

Patients and open packages

Active patients, visits already used and balances move in from your registers, and coordinators check each package line by line before any route is built. Errors are corrected first.

Referrer notes

The layout and timing of notes to doctors follow what each referrer expects, as agreed with your clinical lead, whether that is a letter at visit four.

Hosting and changes

GullySystem hosts the system. Our staff change forms, score sets and exercise libraries when you ask, and the clinical lead approves wording before it reaches a therapist’s tablet.

Works alongside

WhatsApp or other messaging
SMS
Email
Map and routing service
Accounting export
Card and bank payments

Common questions

Questions owners ask before a demo.

Can this replace a clinic product for home visits?

For a service that mostly travels, yes, because routes, equipment bags and visit windows are built in from the start. A practice with a busy clinic floor and only a handful of home visits each week may prefer the clinic product instead.

How does it plan a day for a therapist?

Visits are ordered by area and appointment window with drive time shown between homes, and the coordinator drags any stop to a new place in the order. Cancelled visits offer a new slot.

Does it count sessions in a package?

Yes. Each completed visit reduces the count, both patient and therapist see how many visits remain before the review, and a review point can be set at any visit number.

Can scores be charted?

Yes. Pain, range of motion, Berg Balance and walking distance are stored by visit and drawn as a line against the goal set at the first assessment. Charts print for the surgeon.

Do referring doctors get updates?

Yes. A progress note goes to the referrer at set visits and a summary at discharge, and the wording follows a template agreed with your clinical lead. Copies stay on file.

Can it track the walking frames and TENS units we lend out?

Yes. Each walking frame, commode or TENS unit is logged against a patient’s home or a therapist’s bag with a due-back date. A list shows units overdue.

Does it advise on treatment?

No. It stores what your therapists assess and plan. Clinical decisions, contraindication rules, safety limits and the wording of every form stay with your clinical lead, never with the software.

Can we import our patient list and open packages?

Yes. Your register supplies patients, visits already used and balances, and coordinators check every package line by line before any route is drawn.

Who owns the patient records?

Your service does, and the quote sets out how records can be exported, which staff may open assessments and outcome scores, and who may see exercise sheets. Access is by role.

What does it cost?

The figure comes in writing and depends on therapist headcount, the spread of your service area, the number of equipment items lent out and any funder claim formats. We show a sample patient route first.

Wondering what it would cost? Share your requirements and an engineer will come back with a scope.

Industries

Businesses that use this.

Home physiotherapy providers

Related products.

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