Best CRM for Physiotherapy Clinics

Best CRM for Physiotherapy Clinics (2026 Buyer Guide)

Physiotherapy clinics run on continuity. A patient who misses their third post-ACL session sets back their entire recovery — and a CRM that doesn't flag gaps, trigger follow-up, or simplify rebooking is a clinical liability.

This guide covers what physiotherapy clinics actually need from a CRM, how the main platforms compare, and what to evaluate before committing.

What Makes a CRM Right for Physiotherapy

General-purpose CRMs built for sales teams or retail businesses fail physiotherapy clinics in predictable ways. The core problem is that physiotherapy is a recurring care model: patients attend 6–20 sessions over weeks or months, progress needs to be tracked between sessions, and the primary revenue driver is keeping patients on their treatment plan rather than acquiring new ones.

A CRM for physiotherapy needs to handle:

Multi-session scheduling — not just one-off appointments. Booking a 12-session treatment plan in one flow, with per-session reminders and the ability to reschedule without losing the overall plan context.

Treatment continuity tracking — which session is the patient on? What was covered last time? What's the progression plan? This is different from a generic appointment note.

Automated communication at the right moments — reminder 48 hours before, recovery instruction after session, recall when the patient hasn't rebooked after session 8, reactivation when they've been inactive for 6 weeks.

Clinical documentation — SOAP notes structured for physiotherapy: the subjective report (pain level, function since last session), objective findings (range of motion, strength assessment), assessment (progress against goals), and plan (exercises, next session focus). This documentation needs to be linked to the specific session, not floating.

EU data hosting and GDPR compliance — physiotherapy notes are health data under GDPR Article 9 (special category). The platform storing them must have EU-hosted infrastructure and a reviewed processor terms.

Core Feature Evaluation Framework

Before shortlisting platforms, define your clinic's non-negotiable requirements:

Feature area	What to verify
Scheduling	Multi-session plan booking; practitioner-specific availability; buffer time configuration
Reminders	SMS + email; configurable timing (48h, 24h, 2h); two-way confirmation
Clinical notes	SOAP structure; linked to session; accessible to treating physio before appointment
Patient portal	Booking, exercise instructions, invoice access from one login
Billing	Invoice per session; package/plan billing (pay for 10 sessions upfront); outstanding balance tracking
Reporting	Attendance rate per practitioner; revenue per referral source; no-show rate by appointment type
Privacy	Review hosting and privacy terms; data export available

Platform Comparison

Tregovia

Tregovia's base plan (EUR 47/month) covers the full administrative layer a physiotherapy clinic needs: up to 100 clients, multi-practitioner scheduling (up to 2 staff; extra users EUR 10/month per 5 seats), invoicing, SMS and email reminders, and reporting. For clinical documentation, the Medical Records module adds SOAP notes with ICD-10 coding.

What's included at EUR 47/month:

• Up to 100 client records; up to 2 staff accounts (extra users EUR 10/month per 5-seat pack)
• Multi-practitioner calendar with appointment type configuration by duration
• Automated reminders: SMS and email, configurable timing
• Invoicing, payment tracking, outstanding balances
• Estimates, discounts, refunds
• Reports: revenue, appointment analytics, no-show rates

Clinical add-ons relevant to physiotherapy:

• Medical Records module (EUR 15/month): SOAP notes linked to each appointment; ICD-10 coding; progress notes; referral letter generation
• Online Booking (included): patient-facing booking page with practitioner selection; treatment type categories; new vs. returning patient distinction; deposit option
• Follow-up Sequences (EUR 8/month): automated post-session care instructions; recall when patient hasn't rebooked; reactivation after 6-week gap
• Forms Intake (EUR 15/month): digital intake forms and consent; pre-appointment questionnaires; condition-specific intake by appointment type

Total for a full-featured physio clinic: EUR 47 (base) + EUR 15 (clinical notes) + EUR 8 (follow-ups) = EUR 70/month for up to 2 staff. A 3-practitioner clinic adds EUR 10/month for the extra-user pack: EUR 88/month total.

Privacy posture: GDPR-aware workflow support with transparent pricing. Confirm current privacy terms, hosting, and sub-processor terms before importing patient data.

What Tregovia doesn't include: Physiotherapy-specific exercise prescription software (such as Physitrack or PhysioEx integration), built-in outcome measurement tools (DASH, KOOS, etc.), or direct integration with diagnostic imaging systems.

Cliniko

Australian-origin practice management software with strong EU adoption. Purpose-built for allied health including physiotherapy. Per-practitioner pricing.

Key features: SOAP clinical notes, scheduling, invoicing, online booking, client portal. Strong physiotherapy-specific templates.

Pricing: Per-practitioner fee — approximately EUR 35–55/month per practitioner (verify current pricing at cliniko.com). A 3-practitioner clinic pays 3× the per-practitioner rate.

EU hosting: EU region available (Ireland).

Best for: Dedicated physiotherapy-only clinics wanting purpose-built allied health software and willing to pay per practitioner.

Power Diary

Australian-origin practice management platform with good EU presence. Telehealth included in higher tiers.

Pricing: Per-practitioner — approximately EUR 20–45/month per practitioner (verify current pricing at powerdiary.com).

EU hosting: EU region available.

Best for: Solo practitioners and small physio practices with telehealth needs.

Jane App

Canadian-origin allied health platform. Good physiotherapy feature set including exercise prescription integration.

Pricing: Per-practitioner — verify current pricing at janeapp.com. USD billing.

EU hosting: Not EU-hosted. Data stored in Canada — requires Transfer Impact Assessment under GDPR for EU practices.

Best for: UK/NA market practices. EU practices must evaluate GDPR compliance carefully.

Feature Comparison Table

Feature	Tregovia	Cliniko	Power Diary	Jane App
Starting price	EUR 47/month (flat)	~EUR 35-55/practitioner	~EUR 20-45/practitioner	USD/practitioner
Per-practitioner fee	No	Yes	Yes	Yes
SOAP clinical notes	Yes (EUR 15/month)	Yes (included)	Yes (included)	Yes (included)
Online booking	Yes (included)	Yes (included)	Yes (included)	Yes (included)
Patient portal	Yes	Yes	Yes	Yes
Automated reminders	Yes	Yes	Yes	Yes
Exercise prescription	No	Via integration	Via integration	Yes (built-in)
Outcome measures	No	Partial	No	Partial
Privacy controls	Review	Yes	Yes	No
Privacy terms	Review current terms	Yes	Yes	Verify
Transparent pricing	Yes	Yes	Yes	Yes

Cost Comparison: 3-Practitioner Clinic

Platform	Monthly cost (3 physios)
Tregovia (base + clinical notes)	EUR 80 (incl. user pack for 3 staff)
Cliniko (mid tier, 3 practitioners)	EUR 105–165
Power Diary (3 practitioners)	EUR 60–135
Jane App (3 practitioners)	USD pricing — verify

Tregovia's pricing is more predictable as headcount grows. Adding users costs EUR 10/month per 5-seat pack — far below per-practitioner rates. A 5-physio team pays EUR 88 + EUR 10 = EUR 98/month vs EUR 175–275/month on per-practitioner platforms.

What Physiotherapy Clinics Get Wrong When Choosing a CRM

Choosing based on clinical features alone. A platform with excellent SOAP note templates but poor scheduling or billing integration creates workflow fragmentation. The clinical documentation is only as useful as the operational context around it.

Ignoring the per-practitioner cost trajectory. A clinic with two physios today that plans to grow to five in two years should model the software cost at five practitioners — not two. At EUR 45/practitioner/month, five physios cost EUR 225/month from the CRM alone, before any add-ons.

Underestimating the value of automated recall. The difference between a patient completing their full treatment plan and dropping out after session 6 is often a single follow-up message sent at the right moment. Platforms with robust automated recall sequences demonstrably improve treatment plan completion rates — and revenue per patient.

Overlooking GDPR data residency. Physiotherapy records are health data (GDPR Article 9 — special category). Storing them on a non-EU server requires Standard Contractual Clauses and a Transfer Impact Assessment. Many clinic owners sign up for a platform without knowing their data is in the US or Canada. This is a regulatory exposure, not a theoretical concern.

FAQ

Do physiotherapy clinics need a specialist CRM or will a general one work?

A general CRM can work if it supports multi-session scheduling, SOAP-structured notes, and automated recall. The risk with generic CRMs is that they require significant configuration to approximate physio-specific workflows — time that a purpose-built or modular platform eliminates. Evaluate based on whether the platform's default configuration matches your workflow, not just whether it's theoretically possible to configure it.

How important is online booking for a physiotherapy clinic?

Very important for new patient acquisition and existing patient rebooking. Online booking reduces front-desk call volume, captures out-of-hours bookings, and gives patients the ability to reschedule without calling — which reduces no-shows. For a multi-practitioner clinic, the ability to show per-practitioner availability and let patients book with their usual physio is essential.

Can Tregovia handle physiotherapy-specific documentation needs?

Yes for SOAP-structured clinical notes with session-to-session continuity. The Medical Records module includes structured SOAP documentation, ICD-10 coding, and progress tracking. It does not include built-in physiotherapy outcome measurement tools (DASH score, KOOS, etc.) or exercise prescription software — for practices requiring these, integration with a dedicated tool like Physitrack alongside Tregovia's CRM layer is the typical approach.

What should a physiotherapy clinic ask a CRM vendor before signing?

Ask: Where is data hosted and what privacy terms apply? Are current privacy terms available? What is the per-practitioner cost at our expected headcount in two years? Are automated recall sequences included or an add-on? Can we export all patient data if we switch? What is the cancellation notice period? Any vendor that cannot answer these questions with specific numbers is a pricing and compliance risk.

How do we migrate existing patient records to a new CRM?

Most platforms accept CSV import of client/patient records. Export from your current system in CSV format, map columns to the new platform's import format, run a test import on a subset, validate record counts, then proceed with the full import. Clinical notes (SOAP records from a previous system) are typically exported as PDFs and uploaded as attachments to the migrated patient records — structured data migration of clinical notes is rarely supported across platforms. Budget one to two days for a clinic with up to 500 active patients.

What usage limits should a physiotherapy clinic check before choosing Tregovia?

The EUR 47/month base plan covers up to 100 client records and up to 2 staff accounts on the base plan, with extra users sold in 5-seat packs at EUR 10/month. SMS reminders carry message costs outside the subscription. Module add-ons such as Medical Records, Online Booking, and Follow-up Sequences are priced as separate monthly modules, so confirm the exact mix before comparing total cost.