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Free CRM for physical therapists

Physical therapy CRM that follows up on every lead

Get new patients from the first call to the first eval

Physical therapy CRM for a physical therapy clinic holds quotes, follow-up and missed-call text back. Physical therapists use it for the jobs that already fill the week. Orthopedic and primary care offices send people your way. When they call, the first clinic to pick up. The CRM is free to start. Text-back comes with Ascended, $449 a month.

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Puffly is a free CRM that keeps every new patient inquiry and missed call in one list, so your front desk knows who to call back. Referrals and plans of care stay in your clinical system.

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Where physical therapy clinic leads come from

  • Physician and surgeon referrals

    Orthopedic and primary care offices send people your way. When they call, the first clinic to pick up usually books the evaluation.

  • Direct access and injury searches

    People with a sore knee or shoulder search for a therapist near them before seeing a doctor. They book with whoever can offer an eval soon.

  • Athletic trainers, schools and clubs

    Running clubs, school trainers and rec leagues send athletes who want to get back to playing. Relationships here are built over time.

  • Past patients and their families

    Someone you helped through a rough recovery tells a parent, a teammate or a coworker. Keep a note of who sent whom.

What slow follow up costs a physical therapy clinic

A new patient who calls and reaches voicemail often calls the next clinic on the list. A web inquiry left until tomorrow may already have an evaluation booked somewhere else.

Physical therapy CRM features: quotes, follow-up and missed-call text back

Puffly's pipeline is yours to name. Here is one way a physical therapy clinic could lay it out.

  1. New inquirySomeone called, texted or filled out your form asking about an evaluation.
  2. Missed call texted backThe call rang out and the caller got one short text from your clinic. Watch for the reply.
  3. Called backSomeone reached them, answered their questions and offered a time.
  4. Eval bookedThe first evaluation is on your schedule. From here the patient lives in your clinical system.
  5. Did not bookThey went quiet after the first call. One friendly follow up, then close it.

Follow up moments worth a reminder

  • A caller said their doctor sent them and asked about openings

    "Thanks for calling. We have evaluation openings this week. Want me to hold one for you?"

  • A web form came in on Sunday asking whether you take walk-ins

    "Hi, thanks for reaching out. We book evaluations by appointment and have openings Tuesday. Want one held for you?"

  • A call during a busy hour rang out with no voicemail

    "Sorry we missed your call. Are you looking to book an evaluation? Reply here and we will find you a time."

Puff, your AI teammate, drafts these messages and lines up who to call next. You approve or edit each draft, even from a phone notification, and you get 10 seconds to cancel before it sends.

The shape of the year

Winter and the weeks after New Year bring more new patient calls, and spring brings runners and weekend athletes looking for a clinic. Late in the year many people try to start therapy before benefits reset, so answer new inquiries quickly then.

Missed calls and after-hours calls

Physical therapy work misses calls because the person who would answer is already with a customer. Orthopedic and primary care offices send people your way. When they call. The next caller rarely leaves a voicemail they trust. They phone another physical therapy clinic and book whoever picks up.

Missed-call text back covers that gap. The call still rings your phone first. If you do not pick up, the caller gets one text in your words, with your business name and a reply STOP line, and the missed call is saved as a lead. Consent and quiet hours still apply. If no text goes out, the call says why. It comes with the Ascended plan at $449 a month.

Winter and the weeks after New Year bring more new patient calls, and spring. That is when an unanswered phone costs the most jobs. An AI receptionist can pick up, take the details and book a time when you allow it. Each call ends as Booked, Message, Transferred or Failed. Text back is the written reply. Many physical therapists use both.

Physical therapy lead follow-up, step by step

Physical therapy lead follow-up is a short sequence, not a pile of reminders. Work the deal in this order, and write the date on it before you leave.

  1. New inquiryCapture it the day it arrives. Someone called, texted or filled out your form asking about an evaluation. A physical therapy lead that stays in a private text is the one that goes cold by Thursday.
  2. Missed call texted backSend the number with the day you will check back. The call rang out and the caller got one short text from your clinic. Put that check on the physical therapy deal so it does not depend on memory.
  3. Called backWhen they say yes, book the date and write what you promised. Someone reached them, answered their questions and offered a time. The customer should see the same facts you do.
  4. Eval bookedDo the work, then say what happens next in one message. The first evaluation is on your schedule. From here the patient lives in your. A short update prevents the call that asks if you forgot them.
  5. Did not bookAfter the job, ask for the review or the next visit while it is fresh. They went quiet after the first call. One friendly follow up, then close it. Then close the loop on the record.

If a physical therapy clinic step sits still, Puff can draft the next message and send it to your phone to approve or edit. Nothing Puff drafts goes out until you say so. The list itself is free to start.

Jobs, seasons and objections for a physical therapy clinic

Treat each source as its own next step. A physical therapy week usually mixes Physician and surgeon referrals, Direct access and injury searches, Athletic trainers, schools and clubs, Past patients and their families. Write the source on the deal when you create it, along with the customer's words, so Monday's list shows a new ask apart from a repeat customer. Orthopedic and primary care offices send people your way. When they call, the first clinic to pick up usually books the evaluation. People with a sore knee or shoulder search for a therapist near them before seeing a doctor. They. The point of the list is that those two do not get the same follow-up.

The deals that stall sound ordinary. A caller said their doctor sent them and asked about openings A useful reply names the job: "Thanks for calling. We have evaluation openings this week. Want me to hold one for you?". A web form came in on Sunday asking whether you take walk-ins "Hi, thanks for reaching out. We book evaluations by appointment and have openings Tuesday. Want one. Save those as tasks on the record. A busy afternoon should not be what erases them.

Physical therapy CRM FAQ

Can I store treatment notes or diagnoses in Puffly?

No. Puffly is not HIPAA compliant and should not hold clinical records, referral paperwork or diagnoses. Keep those in your clinical system and use Puffly for new patient inquiries and missed calls.

How would I track referral sources?

Make each referring office a company and note it on the inquiry. Then you can see which offices send people your way. Keep the referral paperwork itself in your clinical system.

Can patients book their own eval time?

Puffly has online booking you can share with patients. Decide which appointment types you want to offer and keep the rest as a phone call.

Guides

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Leads, contacts, deals, tasks and your own branded lead form cost nothing. No card to start. Bring your leads in from a Google Sheet or add them by hand.

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