Physiotherapy clinic chatbot - booking the whole course
A rehab patient does not book one visitthey book a course
A physiotherapy clinic chatbot has to know that a rehab patient books a course, not a single visit. The WhaleBiz AI agent answers referral and insurance questions from what the clinic wrote, handles physiotherapy appointment booking for every session up front and sends patients the exercises their therapist chose.
Course
Every session in the calendar from the first chat
Referral
Health fund and insurance answers from your list
Exercises
A reminder with the sheet the therapist gave
In rehab the money is not in the first visit - it is in the seventh
A patient who stops after three sessions does not finish rehab and does not recommend you. The agent keeps the sequence from the first chat to the last session.
The course is booked up front
After the first assessment the agent books every session the physiotherapist prescribed, on the same day and time each week as far as the calendar allows.
Referral, approval and insurance
Do I need a doctor's referral? Do you work with my supplementary insurance? What do I bring? The agent answers from the list the clinic wrote and never promises eligibility or a refund.
Practice between sessions
The agent sends the exercise sheet or video from the clinic's library, as the therapist selected, and reminds the patient to practise on the agreed days. It never changes an exercise or adds one.
A missed session gets a message
A patient who did not show up gets a message the same day with two alternative times, before the sequence breaks.
A patient's path through a physiotherapy clinic
What hurts and how it started
The agent asks about the area, whether it follows surgery or an injury and whether there is a referral, without asking about diagnoses or medication.
The right therapist
Knee surgery rehab, back pain or pelvic floor: each enquiry reaches the physiotherapist who works in that field.
Assessment, then the course
An assessment first, and after it the agent books the number of sessions the therapist prescribed.
Up to the last session
A reminder before each session, a practice reminder in between and a message to anyone who missed one.
Which physiotherapy clinics it suits
Orthopaedic and sports rehab
After surgery, a sprain or a sports injury: long courses where keeping the sequence matters.
Clinics with several therapists
Several physiotherapists and rooms, each with their own field and their own calendar.
Clinics that work with insurers
Repeated questions about referrals, approvals and refunds that the agent answers instead of reception.
Tell the demo agent you have a referral for ten sessions and watch how it books them.
What the agent does not do in a physiotherapy clinic
The agent does not build a rehab plan, does not adjust or change exercises and does not decide whether pain is a bad sign. It does not check health fund or insurance eligibility and does not promise a refund. A question about the treatment itself goes to the physiotherapist, and only contact details, the painful area, any referral and the session times are kept.
FAQ - physiotherapy & rehab
How does physiotherapy appointment booking work for a course of ten sessions?
After the assessment the therapist records how many sessions are needed and how often. The agent offers the patient a fixed day and time, books every session in the calendar and sends the list. If one week is full, it offers an alternative for that week only.
Does the agent answer questions about a health fund approval or a supplementary insurance refund?
It answers from what the clinic wrote: which health funds and insurers you work with, which documents to bring and what to do with the receipt to claim a refund. It does not check eligibility, does not promise a refund and does not represent the health fund. An unusual case goes to reception with all the details.
Can it send the patient their exercises?
Only exercises the clinic uploaded and the therapist chose for that patient, plus a reminder to practise. The agent builds no programme and changes no exercise, and on "it hurts when I do this" it does not answer itself but passes the question to the therapist.
A patient who has been here before writes again. Does the agent recognise them?
Yes. It sees the person already exists in the system, does not open a second record, pulls up the history and continues from where you stopped. In rehab that matters: someone who dropped out mid-course should not have to explain again what hurts and where they were in the plan.
Will the agent try to sell to a patient who is already in treatment?
No. An existing patient who mentions an appointment, asks to move a session or has a question about their course gets no sales conversation at all. The agent establishes what they need, collects the details and passes them to reception - that is the difference between a fast reply and the feeling of being chased.
What happens when a patient writes that the pain got worse?
The agent neither assesses nor reassures. It passes the message to the treating physiotherapist the same day, and if the patient describes a sign the clinic defined as urgent, such as new swelling after surgery, the enquiry is flagged for immediate attention.
A physiotherapy clinic where patients finish the course
The agent answers while the therapists are with patients, books the whole course and brings back anyone who skipped. You write the list of health funds, insurers and exercises, and it answers only from that.