AI Receptionist for Physical Therapy Clinics

PT clinics cannot pause a manual therapy session for the phone

A working physical therapy clinic has therapists in treatment rooms providing manual therapy, supervising exercise progressions, and educating patients. The front desk is checking in arrivals, processing insurance, and walking patients to gym equipment. The phone rings with new-patient referrals from orthopaedic surgeons or family doctors, post-MVA insurance referrals, chronic pain inquiries, and existing patients calling to rebook.

Industry data on PT clinic operations consistently shows 30-50% of inbound calls go unanswered, especially during peak afternoon block when therapists are heads-down with patients. New-patient referrals that hit voicemail often switch to a clinic that answered live. Post-surgical patients are time-sensitive: a delayed first session pushes the entire recovery timeline.

A 1n1.ai phone number on top of your existing line catches every call. The agent handles new-patient intake, captures insurance and referral context, books initial assessments, and emails the recap to your front desk within a minute.

What the AI agent handles for a PT clinic

Out of the box, the agent for a physical therapy clinic handles:

• New-patient intake: condition (back pain, knee, shoulder, neck, ankle, post-surgical, vestibular), referral source (family doctor, surgeon, walk-in clinic, self-referral, ICBC/MVA, WSIB/workers comp), pain level, prior PT history
• Post-surgical referrals: surgery date, surgeon name, protocol on hand
• MVA and workers' comp intake: claim number, adjuster contact, date of accident, captured for billing setup
• Initial assessment booking: requested date and time, urgency, therapist preference if any
• Existing-patient rebookings: schedule change, cancellation, plan completion follow-up
• Insurance verification questions: from your uploaded info on accepted plans, extended health benefits, direct billing
• Pricing and self-pay questions: from your uploaded fee schedule
• Specialty inquiries: pelvic floor, sports rehab, vestibular, concussion, lymphedema, hand therapy, pediatric PT
• Modality questions: dry needling/IMS, shockwave, ultrasound, IFC, laser, manual therapy
• General questions: hours, parking, accessibility, what to wear, first-visit duration

The agent does not diagnose, does not assess severity over the phone, and does not commit you to a treatment plan. It captures the intake and routes to your team for the actual assessment booking and clinical decisions.

Multi-language for PT patients

Physical therapy patients often discuss pain, injury, and post-surgical recovery in detail. First-language conversation is especially important for elderly patients, post-stroke patients, and newcomers. The agent speaks 70+ languages with native accents.

• Toronto, Markham, Brampton, Mississauga: Mandarin, Cantonese, Punjabi, Tamil, Tagalog, Hindi, Arabic, Korean
• Vancouver, Surrey, Burnaby, Richmond: Cantonese, Mandarin, Punjabi, Korean, Farsi, Tagalog
• Montreal: French (Quebec), Arabic, Spanish, Italian, Portuguese
• California, Texas, Florida: Spanish, Vietnamese, Mandarin, Korean
• New York, New Jersey: Spanish, Russian, Mandarin, Korean, Polish

A Cantonese-speaking senior in Richmond calling for post-knee-replacement PT gets fluent Cantonese intake. Your front desk recap arrives in English with surgery date, surgeon name, and earliest available initial assessment.

The PT clinic ops workflow

1. Patient calls your clinic number
2. Optional: your front desk phone rings first for 15 seconds (human-first mode)
3. If unanswered, AI takes over: "Hi, you've reached [Clinic Name], this is the AI assistant. How can I help you today?"
4. Agent identifies call type: new patient, post-surgical, MVA, WSIB, rebooking, insurance question, specialty
5. Captures the intake with structured detail (condition, referral, insurance, urgency)
6. Recap email lands in front desk inbox within a minute (URGENT prefix for time-sensitive post-surgical)
7. Front desk confirms booking, verifies insurance, prepares intake packet
8. Initial assessment booked, no missed referral, no missed rebooking

Pricing for PT clinics

Single-clinic and small-group practices typically run on Starter ($42 CAD/mo total: $39 plan + $3 phone number).

Multi-location PT groups and high-volume sports rehab clinics typically run on Pro for the higher minute capacity and multi-number capability (separate lines for new patients vs existing patients vs MVA/WSIB intake).

Compare to a dedicated front desk attendant ($40,000-$55,000/year all-in) or losing post-surgical referrals to a competitor clinic.

Common questions from PT clinic operators

Will it interpret the referral? No. It captures the referral source and any details the caller provides (surgeon name, surgery date, condition). Your therapist reviews the actual referral document at the initial assessment.

Can it verify insurance eligibility? It quotes your accepted insurer list and direct-billing capability from your upload. Real-time eligibility verification is custom integration work with your billing system or insurer's portal.

Can it integrate with my EMR/practice management? The stock agent emails recaps. Direct integration with Jane, ClinicMaster, OSCAR, Telus PSS, WebPT, Practice Perfect, ClinicSense, or your custom EMR is custom integration work the same team builds.

Can it triage urgency? Captures the patient's described urgency and any time-sensitive referral context (post-surgical, recent MVA). Your front desk applies clinical prioritization.

What about WSIB and ICBC? Configure the agent with your accepted file types and intake script. Captures claim number, adjuster, date of accident, etc.

See it in action

Sign up free, describe your clinic ("Physiotherapy clinic in [your city] with [N] therapists, accepting [insurance and motor vehicle insurance/workers comp]"), upload your services, specialties, and accepted insurers, pick a voice, and you have a working PT intake assistant in five minutes. Test it by calling your own number. When you are ready, upgrade to Starter and grab a phone number with your local area code.

City guides for physical therapy clinics in your market:

• Vancouver, Toronto, Calgary, Montreal
• More city pages rolling out across our 11 supported countries.