A WhatsApp bot for physiotherapy clinics
that books and reminds, so sessions don't fall through
A patient mid-course should never need to call to book the next session in their own treatment plan. We build a WhatsApp bot that books against real availability, reminds for every session in the course, and pings your staff the moment a booking changes.
Why physiotherapy and rehab centers lose money today
A multi-session treatment course depends on the patient actually showing up for every session, and a clinic relying on a receptionist to manually track where each patient is in their course loses that tracking exactly when the schedule gets busiest. A missed session midway through a course costs more than a missed first visit, since it is a patient who was already committed and already paying.
The same clinics often run on a shared pool of treatment rooms and equipment across several therapists, which makes manual scheduling error-prone: a double-booked room or a therapist assigned two patients at once usually only surfaces when both show up at the front desk, by which point rescheduling on the spot is awkward for everyone involved. A clinic offering both one-on-one sessions and group classes faces an added layer of this problem, since the two formats compete for the same rooms and often the same time slots, and a manual system has no simple way to show both at once.
What we build
A WhatsApp bot that books sessions against real therapist and room availability and sends a reminder for every session in a patient’s specific course, not just the first. Rescheduling and cancellation happen inside the chat against live availability, and every change pings a staff alert instantly.
Because the bot checks real room and equipment availability at the moment of booking, not just therapist time, the double-booking problem that manual scheduling runs into simply does not come up: a slot that would conflict is never offered in the first place. For clinics running package-based pricing, the bot also tracks how many sessions remain in a patient’s current package and flags it to staff as the package nears completion.
Typical integrations: Cliniko, Google Calendar or your practice management tool, and a staff chat for booking alerts. Where a clinic runs group sessions alongside one-on-one appointments, the bot handles both booking types against the same calendar, rather than needing a separate tool for each format.
What stays with humans
The exercise plan, treatment progress and any clinical judgment stay entirely with the treating therapist. The bot’s job is booking and reminders, never advice. Any message that drifts toward a question about pain, progress or the treatment plan itself gets a clear note that a therapist will follow up, rather than an attempt at a reassuring reply. Deciding when a patient should be discharged from a course, or referred elsewhere, also stays entirely a therapist’s call, never inferred from attendance data alone.
Price and timeline
| Model | Price | What you get |
|---|---|---|
| Agency runs it | from $900 | We build, launch, host and support the bot as your schedule and course structures change |
| Full control, handover-ready | from $1,530 | Same build, full source code and credentials transferred, documentation included, paid edits available as an option |
Timeline is 1 to 2 weeks for either model. A clinic running several treatment rooms and a shared equipment pool across multiple therapists may need a few extra days to map constraints accurately before the bot goes live.
Related
Pair this with an AI agent for physiotherapy and rehab centers for pricing FAQ and new-patient intake, or a CRM for physiotherapy and rehab centers to track course completion across your whole patient base. See the full development service for everything else we build on the same stack. Our approach to adherence tracking is detailed in the fitness app AI coach case study, and a scored intake flow is in the recruitment AI bot case study. Get in touch for a fixed price and a one-to-two-week plan.
FAQ
How much does a WhatsApp bot for a physiotherapy clinic cost?
A booking and reminder bot is about $900 to $1,500. A bot that also handles package tracking and renewal prompts is $1,500 to $2,500.
How long does it take to build?
1 to 2 weeks for booking and reminders. Adding package tracking usually takes closer to 3 weeks.
Can it remind for every session in a course, not just the first?
Yes, that is the main reason clinics build this: a patient mid-course gets reminded for each upcoming session automatically, without a receptionist tracking it manually.
Can patients reschedule through the bot?
Yes, against real availability, with the change reflected instantly in your scheduling system and an alert to staff.
Can it send bookings into our existing scheduling software?
Yes, into Cliniko, Google Calendar, or your practice management tool's API where one exists.