Automation for physiotherapy and therapy practices
Prescription checks, appointment series and cancellations — admin that happens between treatments.
Does this sound familiar?
Between two patients there are ten minutes in which the phone rings, a prescription needs checking and an appointment needs moving. Whoever plans a series of twelve appointments blocks reception for the rest of the morning.
- Prescriptions are checked by hand for formal errors and sent back if there are any
- Appointment series are entered into the calendar one by one
- Short-notice cancellations leave treatment time unused
- Prescription deadlines expire before the series is complete
- Billing is cut or rejected because of formal errors
What we actually do
Pre-check prescriptions
On receipt, prescriptions are checked for the errors that lead to deductions — diagnosis group, therapy, frequency, date, signature. If something is missing, the query goes straight to the prescribing practice.
Appointment series in one step
A prescription for twelve sessions is planned as a series that fits therapist, room and deadlines.
Refill cancellations
If someone cancels, the gap is automatically offered to patients with a suitable prescription.
Pre-check billing
Before submission, bills are checked for completeness and deadlines — deductions almost always come from formal errors.
Starting point
Automation after process analysis
From prescription to a billed series
This is how the process runs today — and this chain is exactly where automation comes in.
- Prescription arrives at the practice
- Formal check for deduction risks
- If there are errors, query the prescribing practice
- Plan the appointment series
- Reminders before each appointment
- Document the treatment
- Check deadlines and completeness
- Submit the bill
Systems typically used here
This is the existing landscape an automation connects to. Listed is what is widespread in this industry — it says nothing about which system you use.
- Practice software such as Theorg, Starke Praxis, Optica or Buchner
- Billing interfaces under Section 302 of the German Social Code Book V
- Appointment tools with series planning
- Reminder services by text message or email
- Card readers
What matters most here
Therapy guideline and deduction risk
Billing with statutory health insurers is strictly formalised: if treatment starts too long after the date of issue, the frequency differs or a signature is missing, the amount is deducted — and the service has been provided but not paid. This check is rule-based and therefore well suited to automation. Treatment content itself is health data under Art. 9 GDPR and stays in the practice software.
Frequently asked questions
Does the system check the medical indication?
No. It only checks formal criteria that lead to deductions — deadlines, completeness, diagnosis group matching the therapy combination. The professional assessment stays with the practice.
Is it worth it with three therapists?
Often especially then. Small practices have no dedicated admin staff — the therapist does the work between treatments. That is exactly the most expensive time in the business.
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Check your websiteWorking in Wiesbaden, Mainz, Frankfurt am Main, Rheingau-Taunus-Kreis.
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