Physiotherapy practice management software helps clinics handle scheduling, patient notes, and billing more efficiently. When these workflows aren’t supported by the right system, clinics start losing time, accuracy, and revenue.
Most physiotherapy clinics reach a stage where manual scheduling, scattered notes, and billing fixes slow the whole practice down. This often results in missed visits, incomplete documentation, and preventable revenue loss.
To identify the tools that address these challenges, we reviewed leading practice management platforms for physiotherapy, analyzed user feedback, and examined recurring workflow issues clinics face in day-to-day operations.
Based on this analysis, we’ve put together a guide to the best physiotherapy practice management systems available today and what each one does best.
Software | Rating | Trial Info | Starting Price | Best For | Key Features |
4/5 | N/A | $99/user/month | Physical Therapy and Behavioral Health |
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4.7/5 | N/A | $54/user/month | Physiotherapy and Wellness Clinics |
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4/5 | 7/30-day free trial | $49/user/month | Physical Therapy and Mental Health Clinics |
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4.5/5 | N/A | Custom Pricing | Occupational and Physical Therapy |
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4.2/5 | 30-day free trial | Custom Pricing | Physical and Occupational Therapy |
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4.4/5 | 30-day free trial | $23.99/user/month | Wellness and Physical Therapy |
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3.6/5 | N/A | $99/user/month | Physical Therapy and Psychiatry |
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3.9/5 | N/A | Custom Pricing | Mental Health and Wellness |
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4.7/5 | N/A | $3/day | Physical Therapy Practices |
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WebPT is a cloud-based EMR built specifically for physical therapy. It offers standardized evaluation and progress note templates, automated flowsheets, and SOAP note generation. Its AI features assist with treatment coding, gap detection in documentation, and outcome tracking, while its billing tools are designed for payer compliance and reduced claim errors.
Pros | Cons |
Industry-specific templates and workflows tailored for rehab therapy Integrated billing and RCM services streamline financial operations Robust compliance and security measures | Frequent glitches and quarterly system outages Failure in billing services from time to time |
Best For
WebPT caters to multiple specialties and practices of all sizes, but it is most used in the physical therapy and behavioral health sectors.
Key Features
- Appointment Scheduling
- Billing And Revenue Cycle Management
- Compliance And Security
- Reporting And Analytics
- Interoperability
- Outcome Tracking
Pricing
WebPt offers three pricing plans based on different features. Their starter plan is priced at $99/month with further add-on charges if customization is required:
- Starter: For small practices that require relatively basic features
- Enhanced: For mid-size, growing practices
- Ultimate: Premium features for enterprises, such as advanced marketing and billing tools
Disclaimer: The pricing has been sourced from third-party websites and is subject to change.
Why We Like It
WebPT stands out for physical therapy workflows with hundreds of PT-specific evaluation and progress note templates, customizable for different specialties. It is a scalable and efficient solution, with several integrations that effortlessly incorporate into your workflow. Moreover, its use of AI features for note-taking, and outcome tracking makes it a wise choice for analytical assistance as well.
User Reviews
Rated 4/5 based on 90 reviews. Most users praise WebPT for its user-friendly interface and comprehensive features, specifically noting how it simplifies documentation. On the contrary, many highlight poor customer service, billing integration issues, and frequent system outages as major drawbacks.
Jane App is a cloud-based practice management software for physical therapy and wellness clinics, particularly those that are cash-based or wellness-oriented. It includes a comprehensive set of features, including online booking, day scheduling, and patient data charting. It stands out for its intuitive online booking portal, which, in addition to easy bookings and check-ins, offers automated reminders.
Pros | Cons |
Syncs files, calendar, and notes across all user profiles Centrally stores sensitive healthcare records securely Scales easily as practices expand operations | Limitations with reporting features Some features are non-intuitive and difficult to understand |
Best For
Jane App works best in the physiotherapy and wellness clinics sectors. Other than that, it gives great value to independent health clinics and small practices.
Key Features
- Online Booking
- Charting
- Payments
- Reporting And Analytics
- Staff Scheduling
- Telehealth
Pricing
Jane App offers three pricing plans based on different feature lists and the scale of your business:
- Balance: CAD $54/month (Up to 20 appointments/month)
- Practice: CAD $79/month (plus $17.50/month/part-time practitioner, $35/month/full-time practitioner)
- Thrive: $99/month (plus $20/month/part-time practitioner, $40/month/full-time practitioner)
Disclaimer: The pricing is subject to change.
Why We Like It
Jane App works well for small to mid-size physical therapy practices thanks to its streamlined PT documentation, exercise libraries, and customizable treatment templates. Color-coded calendars and authorization tracking help manage high patient volumes. At the same time, its multidisciplinary support, customization, and flexible pricing make it an excellent pick for solo practices and therapy clinics.
User Reviews
Rated 4.7/5 based on 110 reviews. While most users praise Jane App for its exceptional customer support and ease of use, some highlight limitations in financial reporting.
SimplePractice is an all-in-one EHR platform that suits physiotherapy practices. It supports scheduling, documentation, and billing in a single system. Its standout feature is the integrated website builder, which lets users create a personalized website using intuitive templates, with free hosting and live updates.
Pros | Cons |
Automatic appointment reminders help reduce no-shows Facilitates coordinated team-based client care with shared calendars Integrated payment processing allows convenient credit card payments from clients | Limited customization options for a few advanced features Some templates can be improved |
Best For
SimplePractice is suitable for both solo and group practices in healthcare and wellness, but it works best in the physical therapy, mental health, and social work industries.
Key Features
- Telehealth
- Insurance Claims
- Billing
- Client Portal
- Scheduling
Pricing
SimplePractice has a three-tiered pricing structure:
- Starter: $49/month
- Essential: $79/month
- Plus: $99/month
SimplePractice also provides a seven-day or 30-day free trial.
Disclaimer: The pricing is subject to change.
Why We Like It
SimplePractice is a good fit for small physical therapy clinics or solo practitioners who want an all-in-one, easy-to-use system. It supports customizable PT treatment plans, integrated exercise libraries, and shared care plans for collaborative teams. Moreover, its simple documentation workflows keep day-to-day PT operations efficient.
User Reviews
Rated 4 out of 5 based on 210 reviews. Users praise SimplePractice for its user-friendly interface and excellent scheduling and documentation. On the contrary, some say that reporting is limited, and others note that the mobile app has glitches and lacks proper functionality.
TheraOffice is a comprehensive cloud-based practice management solution ideal for outpatient clinics and multi-location practices. Its strength lies in physiotherapy-specific workflows, including detailed evaluation templates, customizable body charts, and rehab-focused documentation. Clinicians can streamline patient assessments, treatment plans, and progress tracking while maintaining compliance with industry regulations.
Pros | Cons |
Integrated billing and claims processing Great customer support that offers direct assistance Helps complete daily notes with customizable templates | Potentially long implementation time needed for complex setups Reliance on a stable internet connection for cloud-hosted features |
Best For
TheraOffice is known for its implementation in industries like occupational, physical, and speech therapy. It works well in both small and large setups.
Key Features
- Appointment Scheduling
- Electronic Billing
- Comprehensive Reporting
- Patient Portal
- Integrated Telehealth
- Inbound/Outbound Faxing
Pricing
TheraOffice offers personalized pricing plans based on your practice's scale and requirements. These include:
- TheraOffice Core - $125/user/month
- TheraOffice Extend - $175/user/month
- TheraOffice Flex – Custom pricing
Disclaimer: The pricing is subject to change.
Why We Like It
TheraOffice is a strong choice for physical therapy clinics that handle moderate to high patient volumes. Its insurance authorization tracking and aging payment alerts help reduce billing errors and speed up revenue collection. It also features over 175 built-in reports, including KPIs, productivity tracking, and HSA receipts, that give practices an immediate look at their clinic's performance.
User Reviews
Rated 4.5 out of 5. TheraOffice is praised for its user-friendly interface and integrated billing capabilities, and data portability is noted as "a very easy task." Whereas some talk about occasional system outages and minor interface issues, such as the absence of commas in currency amounts.
Clinicient Insight EMR is a unified EMR and billing platform that suits outpatient rehabilitation practices. Its charge intelligence engine automatically links PT-specific clinical documentation to billing codes, handling complex compliance rules such as the Medicare 8-minute rule and CCI edits. Apart from regular practice management features, it offers waitlist management tools, text/call reminders, secure messaging options, and e-prescribing.
Pros | Cons |
Systematic billing helps optimize charges and minimize the denial rate for therapy practices Advanced analytics provide actionable, data-driven insights to optimize practice performance Centralized patient management streamlines data access, updates, and care delivery | Lacks e-signature functionality, limiting convenience for digital document signing Limitations in personalized reporting |
Best For
Clinicient Insight EMR is suitable for physical, occupational, and speech language pathology practices.
Key Features
- Automated Compliance
- Streamlined Clinical Workflows
- Documentation/Charge Capture Coupling
- Accessibility
- Interoperability
Pricing
Clinicient Insight EMR’s pricing structure depends on practice size and needs. However, plans are estimated to start at $50/month.
Disclaimer: The pricing has been sourced from third-party websites and is subject to change.
Why We Like It
Clinicient Insight EMR stands out for its HL-7 interoperability, which enables seamless integration with other medical applications. The software also features a mobile setup, InsightGO, which allows users to access patient data and schedules on the go. Its charge intelligence automates billing and documentation, so you don't need to learn the specificities.
User Reviews
Rated 4.2 out of 5 based on 85 reviews. Clinicient Insight EMR is known for its integrated billing and reporting features that streamline workflows and enhance patient analytics. Some appreciated how simple it was to schedule patients and manage copays. On the contrary, some note issues with system speed and occasional lag during high-volume usage.
Vagaro is a cloud-based practice management platform that offers advanced scheduling features tailored to physiotherapy workflows, including recurring appointments, waitlists, and automated reminders. The platform also allows clinics to document treatment notes, track progress, and manage patient records in compliance with industry standards.
Pros | Cons |
Create, send and manage invoices Sell memberships, packages, and gift certificates 24/7 live phone, email and chat support with free training | Limited mobile app functionality Complex external integrations |
Best For
Vagaro caters to wellness, beauty, and physical training and therapy practices mostly.
Key Features
- Appointment Scheduling
- Customizable Forms
- Analytics And Reporting
- Integrated Payment Processing
- Client Management
Pricing
Vagaro offers two pricing plans based on the number of users in your practice:
- One Location: $23.99/month (For 1 user)
- Multiple Locations: Custom pricing
Disclaimer: The pricing is subject to change.
Why We Like It
Vagaro streamlines workflow with its customizable forms; you can personalize digital intake and consent documents to record specific health history. Its customizable forms let clinics capture PT-relevant health histories and consent documentation, while the scalable design can support growing patient volumes or multiple locations. Furthermore, its online services marketplace and booking are very consumer-centric, which increases the opportunity to attract more clients.
User Reviews
Rated 4.4/5 based on 40 reviews. Vagaro has an intuitive booking system and strong marketing features that facilitate client engagement. Some users also highlighted the ease of generating payroll reports. However, others have expressed frustration with system downtimes during critical work hours and mention that add-on costs for features like forms and marketplace listings can add up for small businesses.
Tebra, formerly known as Kareo, is a practice management and billing platform built for independent healthcare practices, including outpatient physiotherapy clinics. The platform offers structured documentation and SOAP notes. PT clinics that handle a high volume of insurance claims can benefit from its automated eligibility checks and tracking tools for denials and reimbursements to reduce manual follow-ups.
Pros | Cons |
User-friendly interface for easy navigation and seamless integration Offers powerful analytics to drive business insights Provides practice growth tools to connect practices with the right patients | Limited configuration options for custom modules Some specialty templates could be improved |
Best For
Tebra is designed for both solo and multi-practitioner setups and is primarily deployed in general practice, physical therapy, and psychiatry.
Key Features
- Electronic Health Records (EHR)
- Billing And Payments
- Online Scheduling
- Marketing Tools
- Data And Analytics
Pricing
Tebra's pricing structure is based on practice size and requirements.
Disclaimer: The pricing is subject to change.
Why We Like It
Tebra is well-suited for growing physical therapy clinics that want to streamline documentation and scheduling. Its AI Note Assist helps generate PT-specific progress notes quickly. Moreover, the integrated marketing tools help practices expand and scale with automated SEO and AI-generated replies.
User Reviews
Rated 3.6/5 based on 275 reviews. Users like Tebra’s intuitive design, with many mentioning that the platform is easy to navigate even for beginners. Some users also highlight the time saved by using message templates. On the other hand, complaints of inconsistent customer support response times have also been observed.
athenaOne is a cloud-based practice management system designed for all types of independent practices. For physiotherapists, athenaOne provides structured documentation, scheduling, and billing tools. It easily integrates with labs, imaging centers, pharmacies, and other EHR platforms. It helps PT clinics coordinate care for patients coming from orthopedics, neurology, or primary care.
Pros | Cons |
EHR platform allows customization to specific specialty needs Automated workflows help reduce administrative burdens and improve efficiency Telehealth services facilitate virtual care delivery Communication and care tools improve patient relationships Marketplace program connects with industry-leading partners | Limited customization options for a few advanced features Dependency on reliable internet connectivity for cloud-based features |
Best For
The software primarily serves specialty practices, hospitals, and member-centric organizations in the cardiology, mental and behavioral health, and wellness sectors.
Key Features
- Electronic Health Record
- Patient Engagement
- Revenue Cycle Management
- Medical Billing
- TeleHealth
- Reporting And Analytics
Pricing
athenaOne's pricing depends on the feature set and the size of your organization.
Disclaimer: The pricing is subject to change.
Why We Like It
athenaOne is suitable for medium to large physical therapy clinics that need mobile-friendly documentation and robust interoperability. Quick PT-specific templates and macros let therapists document evaluations and progress notes on the go. Its ability to pull external patient data directly into PT workflows makes it ideal for clinics that handle complex cases.
User Reviews
Rated 3.9 out of 5 based on 455 reviews. Most users praise athenaOne for its billing and user-friendly scheduling, noting that it efficiently handles appointments and revenue cycles. While others highlight technical glitches after major updates, and mention that customer support occasionally leaves critical issues unresolved for too long.
PtEverywhere is a practice management system specially designed for physical therapy practices of all sizes. It handles basic scheduling, documentation, billing, and communications tasks. It includes a Home Exercise Program (HEP) feature that lets users create and assign personalized video routines and exercises to patients for optimal recovery.
Pros | Cons |
Tailored workflows for physical therapy clinics Integrated EMR functionalities to simplify clinical documentation Comprehensive features for streamlined practice management Telehealth capabilities expand patient reach Responsive customer support for assistance | Customization options could be limited for some users Integration with other systems may need additional configuration |
Best For
PtEverywhere is a specialized software made for physical therapy practices of all sizes.
Key Features
- Practice Management
- Electronic Medical Records
- Billing
- Telehealth
Pricing
PtEverywhere’s pricing structure consists of three plans based on your needs and practice size:
- Starter: $49/month
- Standard: $149/month
- Pro: $199/month
Disclaimer: The pricing is subject to change.
Why We Like It
PtEverywhere is a good fit for small to mid-size physical therapy practices seeking an affordable, all-in-one system. Its standout feature is HEP; on the other hand, its intuitive patient portal simplifies self-booking, billing, and communication.
User Reviews
Rated 4.7 out of 5. Users strongly recommend PtEverywhere due to its ease of use, flexibility, and excellent customer support. On the contrary, some complain about limitations in the document upload feature and about the extra cost of faxing.
Key Advice For Choosing The Best Practice Management Software For Physiotherapy
Choosing the best PMS for physiotherapy means finding a platform that keeps the admin and business side of things streamlined so that you can focus on patient care and its improvement. Below are a few points to keep in mind while buying a practice management system that fulfills your clinic's specific needs.
How To Choose The Right Practice Management Software For Physiotherapy
When evaluating practice management software for a physiotherapy clinic, start with tools that support high-volume clinical documentation. PTs handle frequent follow-ups and detailed progress notes, so the platform should offer fast charting, discipline-specific templates, and body charts.
Make sure the system aligns with PT billing requirements, including the Medicare 8-minute rule, therapy modifiers, and clean claim workflows. These elements directly affect reimbursement accuracy and revenue cycle performance.
Finally, assess long-term scalability and cost transparency. As the clinic grows, you may need advanced reporting, telehealth, or marketing tools.
What Not To Overlook
- Specialized documentation templates (SOAP notes, body charts, intake forms)
- Integrated billing and Revenue Cycle Management (RCM)
- Compliance features (HIPAA, Medicare, MIPS)
- Patient engagement tools (Home Exercise Programs, Portals)
- Mobile app functionality for therapists on the go
- Implementation support and customer service quality
- Scalability for multi-location growth