The AI receptionist physical therapy clinics hire to keep the schedule full.
Every MVA / Workers Comp intake call, every orthopedic-surgery post-op referral, every recurring-visit reschedule, every insurance-preauth follow-up hits the same line — and PT clinics live or die by visit-frequency adherence. Voipy captures referral source, books the prescribed visit cadence, and routes preauth questions to your billing team without producer touch.
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What it solves for physical therapy clinics
How it handles your call patterns
| Caller intent | Voipy handling |
|---|---|
| New patient intake (general) | Captures patient name, DOB, referring provider, primary complaint (low-back pain, post-op rehab, sports injury, balance / fall), insurance carrier. Books an initial evaluation slot. |
| MVA / Workers Comp intake | Specialized intake: captures date of injury, claim number, adjuster name + phone, attorney name + phone (if applicable), worker's primary employer / liability carrier. Routes to the WC/MVA-specific evaluation queue with all of the above pre-populated for the eval-day clinical note. |
| Orthopedic-surgery post-op referral | Captures surgeon name, surgery date, surgical procedure (ACL / rotator cuff / TKA / THA / spinal fusion / etc.), surgeon's PT script (start date, frequency, duration). Books the first eval against the surgeon's prescribed start date. |
| Recurring visit scheduling | Looks up the patient's prescribed cadence (e.g. 3x/week × 6 weeks = 18 visits) from your EHR; offers next-3-week open slots; sends confirmation SMS. If patient drops cadence, flags the case manager for follow-up call. |
| Insurance preauth question | For patients calling about preauth status, captures the question, queues a billing-team callback, and tells the patient when to expect resolution. Never quotes a specific authorized-visit count or denial reason. |
| Cancel / reschedule existing appointment | Looks up upcoming visits, offers next available slot in the prescribed cadence, sends new confirmation SMS. If cancellation drops the patient below their prescribed frequency, flags the case manager. |
| Direct-access self-referral | For states with direct-access PT laws, captures self-referral patient with same intake script as new-patient general; flags them as direct-access for the evaluating PT to verify state-law compliance window. |
| Pharma rep / equipment vendor / cold solicitation | Politely declined or routed to a designated voicemail; never reaches the clinical line. |
Works with your stack
Why it pays for itself
- Recurring-visit cadence stays on track because the AI books the full prescribed run, not just the next visit.
- MVA / Workers Comp intake captures all the case-specific data fields the front desk tends to miss.
- Patients dropping cadence get flagged for case-manager follow-up automatically.
- HIPAA BAA available on Practice and Enterprise plans.
FAQ for physical therapy clinics
How does it handle MVA / Workers Comp intake differently from a routine new patient?
MVA and WC have a different intake script: date of injury, claim number, adjuster name + phone, attorney (if applicable), liability carrier vs primary insurance. Voipy routes those calls to a dedicated eval queue with all of that pre-populated for the eval-day clinical note. Routine commercial-insurance new patients skip the WC/MVA fields and go straight to the eval slot.
Will it integrate with WebPT / Prompt EMR / Raintree / TheraOffice for visit scheduling?
Read-only integration with WebPT, Prompt EMR, Raintree, TheraOffice, PtEverywhere, ClinicSource, Heno, Net Health, and athenahealth is included on Practice and Enterprise plans. Voipy can pull the patient's prescribed cadence (e.g. 3x/week × 6 weeks), next-due appointment, and referring-provider info — but never reads clinical notes, ROM measurements, or pain scores to a caller.
How does it handle recurring-visit scheduling vs single-visit booking?
When a new patient is booked, Voipy reads the prescribed cadence from your EHR (typically captured at evaluation) and books the full prescribed run forward 2-3 weeks at a time, refreshing as visits complete. Patients calling to reschedule get offered slots that maintain the cadence, and patients dropping below cadence get flagged for case-manager outreach via SMS to your assigned staff.
What about insurance preauth — can Voipy answer 'has my preauth been approved?'
Voipy can confirm 'we received the preauth request on [date], typical approval window for [carrier] is X business days' from your tenant-configured tracker, but it never quotes specific authorized-visit counts or denial reasons — those are billing-team decisions that need a callback. We capture the question and queue billing for response within your stated SLA.
What about direct-access self-referral patients?
Voipy captures self-referral patients with the same intake script as new-patient general but flags them as 'direct-access' for the evaluating PT to verify the state-law direct-access window (varies by state — typically 30 days or 10 visits before requiring a physician referral). The eval visit is booked normally; the state-compliance verification is a clinical-staff task, not a front-desk task.
Ready to stop missing calls at your Physical Therapy Clinic?
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