Physiotherapy
A virtual assistant for physiotherapy clinics.
At a physiotherapy clinic every patient has several sessions, and any session may need to move. Loominary's virtual assistant, an AI agent built for each clinic, answers the phone and WhatsApp, books and reschedules sessions in the calendar, answers questions about insurance and agreements and sends a reminder for every session. Physiotherapists stop answering the phone between patients.
- Rescheduling without phone calls
- European Portuguese
- Live in 1 to 2 weeks
By Jorge Ferreira, founder of Loominary · LinkedIn·
Your physiotherapy clinic
online
- Monday
Good morning, I won't make it to my 9 am session tomorrow. Can we move it?
07:52Good morning, this is Maria, the clinic's virtual assistant. Yes, we can. I have tomorrow at 6 pm or Thursday at 8:30 am. Which do you prefer?
07:52Thursday at 8:30.
07:53Done: your session is moved to Thursday at 8:30 am. I'll send you a reminder the day before.
07:53
Lots of sessions, lots of rescheduling
A physiotherapy plan is rarely a single appointment. It is several sessions a week, for weeks, booked around the patient's working hours. Every change is a call or a message. If the clinic has no full-time front desk, the person who answers is the physiotherapist between two patients, or nobody. And the session the patient wanted to move but couldn't ends up as a no-show, leaving a gap in the calendar that could have gone to someone else.
How it works
What the agent does at a physiotherapy clinic
- 01
Answers and introduces itself
Phone or WhatsApp, at any hour. It says straight away that it is the clinic's virtual assistant.
Before 8 am and after 7 pm too
- 02
Books and reschedules sessions
It offers real open slots and moves the session in the calendar the clinic already uses. The old slot is freed up.
No call-backs needed
- 03
Sends a reminder for every session
It sends a reminder that asks for a reply: 1 to confirm, 2 to reschedule. Anyone who replies 2 gets alternatives straight away.
Before each session
- 04
Hands over to the physiotherapist
New pain, questions about exercises or about how the treatment is going go to the team.
No clinical advice
Insurance, agreements and multi-session plans
"Do you take my insurance?" and "Do you have an agreement with ADSE?" (the public-sector health scheme) are among the questions asked most often on the phone. The agent answers with the list of insurers and agreements the clinic gives it, and only that list. It doesn't validate authorisations or handle reimbursements. How to book a plan with several sessions (all at once or one at a time) depends on the clinic's calendar and is decided during setup.
We don't have a published physiotherapy case study yet. The case we have is a medical and dental clinic in Cascais with the same underlying problem: a front desk that can't be on the phone and with a patient at the same time.
Real results
MLClinic: the first month with the AI agent
MLClinic
Dental and aesthetic medicine · Cascais
+22
appointments a month
recovered appointments that used to be lost
-70%
front-desk phone workload
less time on the phone, more time with patients
0
missed calls
every call answered, 24 hours a day
What it doesn't do
It doesn't prescribe exercises, assess injuries or say whether the patient should continue treatment. It doesn't replace the front desk or the physiotherapist: it takes booking calls and messages off their hands.
GDPR and the EU AI Act
Loominary is the clinic's data processor, under a data processing agreement, and data is encrypted and not shared with third parties. Reminders for booked sessions don't need marketing consent, but patients must know the clinic uses WhatsApp, as we explain in our guide to WhatsApp and the GDPR (in Portuguese). And they know from the first message that they are talking to a virtual assistant, as the EU AI Act requires.
Set up in 1 to 2 weeks
We set up the agent with the clinic's opening hours, physiotherapists, session types and insurers, and connect it to the phone, WhatsApp and the calendar. If the clinic uses iMed, the iMed integration page shows what the agent does in the software. The team learns to work with it in under 30 minutes. The details for each channel are on the WhatsApp assistant and virtual assistant pages.
Other clinics
Also for other specialties and channels
Dental clinics
Toothache on a Saturday, implant assessments, cleanings, quote requests and no-shows.
Aesthetic clinics
Price requests on WhatsApp, assessment appointments and messages coming in from ad campaigns.
The clinic's WhatsApp
Replies, bookings and reminders on the clinic's own number, at any hour of the day.
Phone and WhatsApp
A virtual receptionist that answers when the front desk is busy or closed.
Frequently asked questions
Questions from physiotherapy clinics
Does the agent know which insurers and agreements the clinic accepts?
It knows the ones in its setup, including ADSE if the clinic has an agreement. It answers with that list and doesn't validate authorisations or reimbursements.
Can it reschedule sessions without going through the front desk?
Yes. It offers open slots from the calendar, moves the session and sends the confirmation. The slot that was freed shows up in the calendar for another patient.
Do reminders reduce missed sessions?
The ones that ask for a reply help, because the patient reschedules instead of not turning up. The method is in how to reduce missed appointments (in Portuguese).
What if a patient describes pain or a new injury?
The agent doesn't give clinical advice. It passes the conversation to the team and, where appropriate, offers an appointment with the physiotherapist.
Do we have to change our scheduling software?
No. We integrate with the main clinic management systems in Portugal, such as iMed and Zappy. What the agent does in each is on the iMed integration and Zappy integration pages. During the free assessment we confirm compatibility with yours.
How can I see it working?
Request a demo. We talk to you on WhatsApp or Jorge calls you, and we show the agent booking and rescheduling in a sample clinic.
How many sessions are lost because nobody answered a reschedule request?
The free 15-minute assessment does that maths with your clinic's numbers.