Physio is one of the sectors where a good booking tool saves the most admin time. The patient comes back 6, 8, 12 times; asks for an invoice with tax ID for reimbursement; the clinical history needs to be at hand for the next session. This guide shows how to configure BookHero to support recurrence, documentation and patient communication.
Physio's booking pattern
Unlike barbershops or salons, in physio the patient rarely comes once. They come 6, 8, 12 times across 4 to 12 weeks. The first booking is assessment; then there's a plan. This pattern changes how you configure everything - from services to communication.
Service catalog (shorter than you'd think)
In physio, a simple catalog is enough. More detail is more marketing than schedule utility.
- Initial assessment - 60 min - €45 (more expensive, longer - this is where you define the plan).
- Physio session - 50 min - €35.
- Physio + osteopathy - 60 min - €45.
- Post-surgical rehab - 50 min - €40 (description with requirements).
- Therapeutic massage - 50 min - €40.
- Manual therapy - 45 min - €40.
Series booking: the main flow
The big win in physio is avoiding the Let's book the next one? at the end of every session. You book all of them at once on the first visit.
Initial assessment - patient leaves with a plan
You defined 8 sessions, 2x per week, from 6pm to 6:50pm, over 4 weeks.
Book all 8 sessions right at the end
Calendar lets you book one at a time - 5 seconds per booking. Client sees them all pre-scheduled.
Each session has automatic confirmation
Email at creation, with cancel link if needed.
24h reminder before each
WhatsApp on Pro+ plans. Reduces no-shows in series (clients forget more by the 4th and 5th session).
Private notes: the paperless chart
The patient card is where physio gains admin time. Each visit can have updated private notes - what was done, evolution, next steps. Recommended structure:
- Assessment 03/12: pain 7/10 right shoulder, ROM limited to 80° abduction.
- Session 1 (03/15): passive mobilization + shortwave, pain 6/10.
- Session 2 (03/17): active mobilization + home exercises.
- Session 3 (03/19): first weight tolerance, 1kg without pain.
- Next steps: progress to 2kg, introduce TheraBand.
- Plan: review at 4 sessions.
Invoicing for reimbursement
65% of patients ask for an invoice with tax ID to submit for reimbursement. BookHero issues an informational PDF document (FAT type) with tax ID, address and a description you control. In 30 seconds.
Save tax ID on the patient card once
Next time they invoice, tax ID and address come pre-filled.
At checkout, enable Issue document
Pick the type (FAT - invoice) and the system generates the PDF.
Send the PDF to the patient's email
Directly from checkout. Patient gets it and submits to the reimbursing entity.
Immutable documents (snapshots)
Once issued, the document doesn't change - even if you change the service name or price later. As serious documentation requires.
Reminders: the biggest lever in physio
In long series, no-show frequency rises between session 4 and 7 (patient feels improvement, gets casual, forgets). The 24h reminder is essential.
| Plan | Confirmation | 24h reminder |
|---|---|---|
| Free / Starter | ||
| Pro / Enterprise |
Cancellation policy
In healthcare, margin is tight and a blocked hour is lost time. We recommend communicating a 24h minimum - 48h for long sessions (initial assessment, post-surgical rehab).
- Communicate in service descriptions and in the automatic confirmation.
- Log every no-show on the card (he missed 2x without notice is useful info for conversation).
- For recurring patients who miss, consider prepayment of the next session.
- It's not hostile - it's practical capacity management.
Team in a multi-professional clinic
In clinics with 2+ physios (or physio + osteopath + massage therapist), each professional has their own catalog. The public page filters automatically:
Monthly reports
| Indicator | Healthy | Watch |
|---|---|---|
| Sessions per patient | 6-10 average | <4 (plans too small or early discharge) |
| No-shows | <8% | >12% (review policy and reminders) |
| % patients with tax ID saved | 60-75% | <40% (you lose reimbursements through forgetfulness) |
| Revenue per hour worked | Stable or growing | Declining (price frozen too long) |
| Recurring vs new patients | 60/40 balance | Inverts with seasons |
7-day launch plan
Day 1: service catalog and hours
Assessment + 4-5 session types. 1 hour.
Day 2: invite team, define individual catalogs
Each professional picks their services.
Day 3: cancellation policy and descriptions
Read each description as a patient.
Day 4: WhatsApp notifications
Pro+ on the plan for the right channel.
Day 5: import active patients
CSV with name + phone + tax ID if you have it. Private notes start with the next session.
Day 6: test the series flow
Book a fictional 6-session series, see confirmations, see reminders.
Day 7: share the link
Clinic site, Google Business, partnerships with prescribing doctors.
FAQ
How do I manage medical prescriptions?
Attach prescription context in private notes (e.g. Dr. Smith prescription 03/12 for right shoulder physio, 10 sessions). BookHero doesn't have PDF upload, but text records cover operational needs.
Can I sell packages (10 sessions at a discount)?
Yes. Create Pack 10 sessions as a one-off product at checkout, charge it all on the first session. Then book the 10 sessions individually on the calendar. BookHero doesn't count sessions automatically, but the patient card logs the active package.
What if the patient wants to cancel mid-plan?
Cancel the remaining manually in Calendar. If there was prepayment of a package, manage the partial refund outside the system (transfer or instant payment) and log on the patient card.
Can I have a separate calendar per room?
BookHero manages calendar by professional, not by room. For clinics with rooms as a limited resource, create the room as a virtual professional (e.g. Room 1 with its own schedule).
Is invoicing valid for tax purposes and reimbursement?
For most cases, yes - informational document with tax ID is accepted by insurance, health plans and tax declarations. For certified tax-authority invoicing (legally required above certain thresholds), integrate with certified fiscal software.