Physiotherapy clinics and practices
While you treat a patient, the agent handles opening hours and fees and offers slots that fit each treatment’s length. Nothing clinical goes into the chat.
Physiotherapy
Aipiter connects the clinic’s WhatsApp with a calendar for each physiotherapist and a list of treatments with their length and fee. The AI agent replies using the clinic’s published information, offers free times and prepares each appointment, which the patient confirms with a button. It does not ask about symptoms or diagnoses and, if someone describes an emergency, it tells them to call 112 and hands the conversation to reception. Each patient’s record holds their appointments, their messages and their contact decisions.
A day at the clinic
A day at a clinic with three physiotherapists, from before the first patient until the evening.
Reception reviews what came in overnight: two first visits and a follow-up, each with its slot already held, and confirms each appointment by writing to the patient from Conversations.
The agent does not repeat what they say or ask about it: it explains that health details should not be sent through this channel. Because the clinic has listed clinical questions in «Always hand over to a person», a physiotherapist picks up the conversation.
A patient writes that he cannot come. The agent finds his appointment, offers other free times and, once he confirms, the Thursday slot is free for someone else.
Her access request is noted in her record, under «Privacy», and the team reviews it before replying.
A patient asks not to be written to on WhatsApp any more. His opt-out is noted for WhatsApp, a fixed text from the server confirms it, and he will not receive automatic replies again.
A first visit comes in for next week. Its slot stops being offered and reception will confirm it in the morning.
Six tasks in a physiotherapy clinic and how they are shared with Aipiter.
Each treatment has its «Visit length» and, if needed, a buffer to get the treatment table ready. A one-hour first visit offers one-hour slots; a 45-minute session offers its own. With that and each physiotherapist’s hours, slots are worked out automatically whenever availability is checked.
Each physiotherapist is a resource who sees patients in their own time slots, day by day. If someone does not work on Friday afternoons, that slot is not offered with that person. Each treatment is linked to its main professional, so the agent never offers a technique with someone who does not provide it.
The patient accepts the proposal by tapping Confirm, and the appointment comes in as «Awaiting confirmation», its slot held until reception writes to them. Changing the time or cancelling follows the same path. Every step of that journey is in appointments and bookings.
The agent is forbidden from asking for or repeating health information. On top of that, in «Always hand over to a person» the clinic lists the topics the AI never handles, such as questions about an injury or a treatment. Who picks them up, and how: customer service.
Each record keeps its «Contact decisions» by purpose, and a refusal is recorded there. Access and erasure requests go into the «Privacy» tab, with their receipts, for the team to handle. If the patient opts out of messages, that is noted for the channel and the agent stops replying to them.
The record brings together the patient’s appointments, with their status, and their conversations. Lists show their phone number and email address masked. It lives in the CRM, separate from any clinical software the clinic uses.
Setting up
One setup session with you, and two steps that repeat with every patient.
We load your treatments with their length and fee, each physiotherapist with their time slots, and the list of topics a person always handles.
The agent answers questions about opening hours and fees, offers the slots that fit and leaves the appointment ready for the patient to accept.
Appointments go into the calendar, taking up their slot, and reception messages each patient in their chat to confirm it.
Aipiter is not clinical records software. It does not store diagnoses, assessments or treatment notes, and it does not replace the clinical software you already use.
It deals with what happens before the treatment table: who is asking for an appointment, for which treatment, at what time and with whom. And the information the clinic publishes for the agent is marked as free of patient data before it goes live.
Whatever a patient writes in the chat stays in their conversation, so who can get in matters. Phone numbers are masked in lists, every team member reaches what their role allows, and signing in requires a code by email and another from the phone app.
The AI model is processed on servers in the European Union. Data processing is detailed in our privacy policy, and its protection in security.
A rehabilitation programme usually takes several sessions. When the patient writes to book the next one, their record already holds the earlier ones, and reception can see at a glance when they last came in.
If they prefer Catalan, the agent switches to it and notes it in their record as their contact language.
It runs everything around the treatment itself: each physiotherapist’s calendar, first visits and changes, the clinic’s WhatsApp chats and calls, and a record for each patient. Clinical history stays in your clinical software.
They write to the clinic’s WhatsApp. The agent offers them slots for the treatment they want, prepares the appointment and the patient taps Confirm; reception then writes to confirm it.
That is what the AI receptionist is for: it handles the call with the clinic’s information, suggests slots for the treatment requested and notes the appointment for reception to confirm. What the patient needed is noted in their conversation; the call is not recorded.
The agent does not repeat them or ask for them, and explains that they should not be sent through this channel. If the clinic has listed such questions in «Always hand over to a person», a professional takes over the chat.
It is not a clinical record: the record holds contact details, appointments and conversations. If the patient writes something about their health in the chat, it stays in their conversation, with access depending on each team member’s role.
Yes. That request is noted in the privacy section of their record, with its receipt, and the team deals with it.
Yes. The agent prepares the change or the cancellation, the patient confirms it with a button and the earlier slot is released.
We look together at your treatments, your physiotherapists and their time slots loaded into Aipiter, with appointments like the ones at your clinic.
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