Physical therapy patient engagement that books referrals faster and keeps patients on their plan of care.
Patients do better when they finish care, and clinics do better when referrals actually schedule. Alcreo follows up on new referrals the same day, lets patients book evaluations online, reminds them before each visit and helps them reschedule instead of dropping off. Documentation and billing stay in your EMR.
Patients get better when they finish care. Many clinics lose them along the way.
Referral leakage, cancellations and early drop-off cost clinics visits every week. These are the common patterns:
Referrals that never schedule
A physician sends a referral, the clinic calls once, and the patient never books.
Phone-only scheduling
Patients who'd book in the evening can't, and staff spend hours on phone tag.
Cancellations without a reschedule
When life gets busy, patients skip a visit. Without an easy reschedule, some don't come back.
Drop-off before discharge
Patients feel a little better and stop coming, which affects outcomes and visit counts.
Discharged patients you don't hear from again
Past patients may need care again, but they don't hear from you after discharge.
Few reviews
Patients who worked hard to recover rarely post a review unless asked.
Scheduling and engagement for a PT clinic
Documentation, billing and home exercise programs stay in your current systems. These tools handle the communication in between.
A website patients and physicians trust
Pages for orthopedic, sports, post-surgical, vestibular and pelvic health care, plus a referral page for physicians.
Same-day referral follow-up
New referrals and inquiries get a text and email with a booking link, and your team gets a call task.
Online evaluation booking
Patients book an evaluation online and complete intake forms ahead of time.
Referral source on every patient
See referrals, evaluations and patients in care by stage, with the referring provider on each record.
Reminders and same-day reschedules
Reminders go out before each visit, and a missed visit triggers a reschedule message that afternoon.
Discharged-patient outreach
Past patients get periodic check-ins and helpful content, so they return when something new comes up.
Cash-pay packages
Sell visit packages and wellness memberships, and send invoices with a pay link.
Updates for referral partners
Keep referring providers in your CRM and send them clinic updates.
Review requests at discharge
When patients graduate from care, they get a review request with a link to your Google profile.
From a surgeon's referral to a finished plan of care
A surgeon refers a patient after knee surgery. Here's how the next few months could go.
Patients who drop off get a check-in and an easy way to resume care.
This is an illustration of how the system can work, not a specific customer's results.
- Day 1Referral loggedThe patient gets a text with a booking link, and your team gets a call task.
- Day 2Eval bookedNo response to the text, so your front desk calls. They book for Thursday and complete intake online.
- Day 4EvaluationYour therapist evaluates them and schedules follow-up visits.
- Week 4Missed visitThey miss a visit. A reschedule text goes out that afternoon and they rebook.
- Week 12DischargedThey graduate from care. A review request goes out.
- Month 8ReturningA check-in reaches them as they start running again, and they book a session.
Set up for the way your clinic works
Insurance-based, cash-based and specialty clinics each need a different flow.
Orthopedic and post-surgical
Referral-driven plans of care.
- Same-day referral follow-up
- Online evaluation booking
- Reminders and reschedules
- Referral partner tracking
Cash-based and performance
Direct-to-consumer clinics.
- Free screen booking
- Visit packages and memberships
- Lead follow-up
- Workshop registration
Specialty care
Pelvic health, vestibular and more.
- Specialty pages
- Intake forms by program
- Educational email series
- Discharged-patient check-ins
Keep your EMR. Improve the experience around it.
Documentation, billing and claims stay in your PT EMR. Alcreo isn't a medical record system.
What EMRs often don't do well is marketing and engagement: following up on referrals, online booking, reschedule messages, discharged-patient outreach and review requests.
Some clinics book through Alcreo. Others keep scheduling in their EMR and use Alcreo for referral follow-up, outreach and reviews. During setup we import your patient contacts.
Is Alcreo a good fit for your clinic?
It suits independent outpatient and cash-based clinics with one or several locations.
A good fit if
- Referrals don't always turn into scheduled evaluations
- Cancellations and drop-off affect visit counts
- You'd like discharged patients to come back
- You offer cash-pay packages or wellness services
Probably not the right tool if
- You need a PT EMR, billing or home exercise program software
- Your EMR's patient engagement module already covers this
- You want messages to include clinical details
Texts about scheduling, not health details
Patients trust you with health information. Texts and emails stay focused on logistics.
Logistics only
Reminders and messages cover appointments, forms and clinic news, not diagnoses or treatment details.
Talk with us about HIPAA
If your clinic is covered by HIPAA, tell us before launch. We'll plan what information is collected, where it's kept and what stays in your EMR.
Consent on every form
Forms include clear, unchecked texting consent with links to your privacy policy and terms. STOP replies are honored automatically.
Registered business texting
We help you register your number for A2P 10DLC, which mobile carriers require for business texting from local numbers.
This is general information, not legal advice. Talk to your own advisor about the rules that apply to your business and your state.
What your physical therapy clinic website could look like
A clear, encouraging site that explains what you treat and makes booking an evaluation easy.
Condition and city pages help you show up for searches like "physical therapy near me" and "ACL rehab in [your city]." Therapist bios, what to expect at the first visit and real reviews help patients choose you.
What happens after you sign up
You don't have to learn the software on your own. Here's what the first week looks like.
One onboarding call
We learn how your physical therapy clinic works today, which tools you're keeping and what to fix first.
Your website and phone number
We build your website or connect your current one. Keep your number by forwarding or porting it, or get a new local number.
Your contacts and starter setup
We import your contacts, load the standard pipeline and turn on the starter automations that fit. You can rename stages and edit messages any time.
Live in under a week, with support after
Most accounts are running in under a week, though texting registration depends on the carriers. After launch, support helps when you want to change something.
Plans for physical therapy clinics
Both plans are month-to-month, set up for you, and your first 30 days are free.
Launch
$497 setup · first 30 days free
- ✓5–6 page website with service pages
- ✓CRM, patient pipeline and follow-up
- ✓Online booking, texting and email
- ✓Visit reminders, packages and reviews
- ✓Unlimited AI agents (fair use)
- ✓Up to 5 users
- ✓Compliance add-on: +$20/month
Growth
$997 setup · first 30 days free
- ✓Up to 35-page SEO website with condition and city pages
- ✓Referral, discharged-patient and review buildout
- ✓Everything in Launch
- ✓3 website edits every month
- ✓Unlimited users and priority support
- ✓Compliance included
Phone, texting, email and AI usage is billed separately based on what you use. If you cancel in the first 30 days, there's no monthly charge, but the setup fee isn't refunded. Moving from Launch to Growth costs the $500 difference in setup fees. Google ad spend is paid directly to Google. Google decides Local Services Ads eligibility for each business type and area.
AI for the routine work, with your team in charge
In a PT clinic, AI can take routine scheduling questions off the front desk and draft referral follow-ups and reschedule messages. Clinical questions go to your therapists.
You decide what AI handles. Anything that needs judgment, or a personal touch, stays with your team.
Describe a workflow in plain English
Type something like "when a patient misses a visit, text a reschedule link that afternoon, then create a call task for the front desk the next day" and the AI builder drafts the automation. You review it, adjust the timing or wording, and turn it on.
An assistant for routine questions
AI agents can answer common questions, collect details and book appointments by chat or text, in many languages. You decide what they say and when a person takes over.
Help drafting messages
Draft reminders and replies faster, then edit them to sound like your business.
Help when you want to change something
We show you the AI tools during onboarding, and support can help you adjust an automation later instead of starting over.
Questions from PT clinic owners
Don't see yours? Book a 15-minute call and ask us directly.
Does Alcreo replace my PT EMR?+
No. Documentation, billing and claims stay in your EMR. Alcreo handles your website, referral follow-up, booking, reminders, outreach and reviews.
How do you handle missed visits?+
A reschedule message goes out the same day, and your front desk gets a task if the patient doesn't rebook.
Can I track referral sources?+
Yes. Each patient record shows the referral source, and referring providers can be kept in the CRM for updates.
Can patients book evaluations online?+
Yes. They book online, complete intake forms ahead of time and get reminders by text and email.
Can I sell cash-pay packages?+
Yes. Sell visit packages and wellness memberships online, and send invoices with a pay link.
How long does setup take?+
Most businesses are up and running in under a week, starting with one onboarding call. Texting registration is approved by the mobile carriers, and their timing varies.
Can I keep my phone number and my current website?+
Yes. We can forward or port your number, or set up a new local one. If you like your current website, we can connect it to your account at the same plan price.
What does it cost, and what's billed separately?+
Launch is $297 a month plus a $497 setup fee. Growth is $597 a month plus a $997 setup fee. Both are month-to-month with the first 30 days free. Phone, texting, email and AI usage is billed separately based on use.
What happens if I cancel?+
Cancel in the first 30 days and there's no monthly charge, though the setup fee isn't refunded. After that there's no long-term contract. Closed accounts are paused for 30 days, and we'll send your contacts and website code on request. Your domain stays yours.
Other health & wellness businesses we set up
Related: Scheduling · Automations · CRM & pipeline · Business texting · Compliance · Websites
Schedule referrals sooner, and help patients finish their care.
Book a free 15-minute demo and we'll start building your website live on the call.