9 Best Physical Therapy Scheduling Software in 2024

Stay on your schedule and have your patients book at their convenience with the 9 Best Physical Therapy Scheduling Software this 2024.

By Patricia Buenaventura on Apr 25, 2024.

Fact Checked by RJ Gumban.

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Physical Therapy Scheduling Software

Physical therapists are no strangers to technology and its benefits in their practice. For the past few years, technology in applications, motion capture, wearable technology, telehealth, and even video games has made it easier for physical therapists to track their patient's progress and make sessions more accessible and fun. 

In addition to enhancing patient care, physical therapists should harness technological advancements to automate specific tasks and streamline processes.

Apps and software can streamline scheduling, making it easier for physical therapists to stay on their schedules and remind patients of their appointments. These can also empower patients to book their sessions in the future. 

Whether you're an expert on scheduling software and digital calendars or simply looking at your options, this article is right for you. We've provided information on what to look for in physical therapy scheduling software and the nine best software that may meet your expectations. Hopefully, with the knowledge you gain, you'll find software that suits your needs.

What should you look for in free Physical Therapy Scheduling Software? 

Before introducing you to the list of the best physical therapy scheduling software for 2024, you must have a list of what you should look for in scheduling software for physical therapists. 

Do note that each software has its specialties and priorities. So, one software may offer a particular feature while another won't. By the end of your exploration, choosing which software you think you'll benefit from is up to you. 

1. User-friendly interface

The hallmark of any top-notch physical therapy scheduling software is its user-friendly interface. It should be intuitive and easy to navigate, allowing staff and patients to book appointments effortlessly. A clean design with clear prompts ensures a smooth scheduling process, reducing errors and frustration.

2. Appointment management

Efficient appointment management is crucial for any healthcare practice. Look for software that allows for easy scheduling, rescheduling, and cancellation of appointments. Advanced features like color-coding for different types of appointments and the ability to set recurring appointments can further streamline the process.

3. Patient records management

Comprehensive patient records management capabilities are essential for tracking progress and providing personalized care. The software should enable therapists to quickly access patient history, treatment plans, and notes. Features like customizable intake forms and HIPAA-compliant data security ensure patient confidentiality and compliance.

4. Staff management tools

For larger practices, staff management tools are indispensable. Look for software that allows you to manage multiple therapists' schedules, track staff availability, and assign appointments efficiently. Features like automatic staff notifications and real-time updates help keep everyone on the same page.

5. Billing and invoicing integration

Streamlining billing and invoicing processes saves time and reduces administrative overhead. Seek software that seamlessly integrates with billing systems, allowing for easy generation of invoices, processing of payments, and insurance claims submission. This ensures accurate and timely reimbursement for services rendered.

6. Telehealth capabilities

In today's digital age, telehealth capabilities are increasingly important. Choose software that supports virtual appointments, allowing therapists to connect with patients remotely. Look for features like secure video conferencing, virtual waiting rooms, and electronic documentation to facilitate telehealth sessions effectively.

7. Reporting and analytics

Data-driven insights are invaluable for optimizing practice performance. Look for software that offers robust reporting and analytics tools, allowing you to track key metrics like appointment volume, patient demographics, and revenue trends. Customizable reports enable you to identify areas for improvement and make informed business decisions.

8. Mobile accessibility

With the rise of mobile technology, having access to scheduling software on the go is essential. Ensure the software offers mobile accessibility, allowing therapists and patients to manage appointments and access records from smartphones and tablets. A dedicated mobile app enhances convenience and flexibility for all users.

9. Customization and scalability

Every practice has unique needs, so choose software that offers customization options to tailor the system to your specific requirements. Additionally, consider the scalability of the software to accommodate growth and expansion as your practice evolves.

10. Customer support and training

Lastly, excellent customer support and training resources are crucial for a smooth implementation and ongoing success. Look for software providers that offer comprehensive support, including training sessions, instructional videos, and responsive customer service channels, to ensure your team can maximize the software's potential.

Now that you have information on what to look for in scheduling software for physical therapists, without further delay, here's a list of what we think are the 9 Best Scheduling Software Available in 2024. 

The 9 best Physical Therapy Scheduling Software available in 2024

1. Carepatron - Physical therapy emr

Carepatron emerges as a leading EMR solution tailored for physical therapy scheduling software. It prioritizes enhancing workflows, patient care, and practice management, offering essential features for physical therapists.

Carepatron's best features

  • Tailored documentation templates: Carepatron provides customizable templates for physical therapy documentation needs, such as evaluations and treatment plans.
  • Seamless practice management integration: It integrates clinical and administrative functions like appointment scheduling and billing.
  • Patient engagement tools: Carepatron offers secure messaging, appointment reminders, and educational resources to engage patients.
  • Mobile accessibility: Therapists can access records, document sessions, and manage appointments.
  • Cloud-based platform: Carepatron offers scalability, accessibility, and data security without requiring expensive hardware.

Carepatron's limitations

  • Restricted patient portal access: Remote assistance is limited to patients granted access to the portal.
  • Limited template upload learning: Users must select from available templates or create new ones, with minimal provision for importing personal files.
  • Steep learning curve: Novice users may find navigating difficult due to numerous features and customization options.

Carepatron's pricing

  • Free plan: Access basic features for free
  • Pro plan: $12 per user/month
  • Organization plan: $19 per user/month

Carepatron's reviews

  • Capterra: 4.5/5 stars based on 69 reviews
  • G2: 4.6/5 stars based on 134 reviews

2. Raintree Systems

Raintree Systems

An EMR/EHR software explicitly designed for physical therapists, Raintree Systems provides solutions for scheduling problems. It offers automation, client portals, and more. Raintree Systems also helps physical therapists efficiently create and manage reports, bills, medical documents, etc.

Raintree Systems' best features

  • Can automate scheduling and follow-ups
  • Has waitlist and calendar management
  • Has a client portal to allow patients to schedule independently
  • HIPAA-compliant

Raintree Systems' limitations

  • Explicitly designed for outpatient therapy 
  • No free plan 
  • No free trial
  • Not available on mobile devices

Raintree Systems' pricing

  • Pricing is determined by requesting a quotation (book a discovery call)

Raintree Systems' Reviews

  • Capterra: 4.2 stars (9 reviews)
  • G2: 4.2 stars (69 reviews)

3. WebPT


A practice management software for rehab therapy businesses, WebPT has features physical therapists will find helpful aside from scheduling, such as creating notes, editing digital intake forms, and billing. 

WebPT's best features

  • Ensures compliance with industry standards
  • Lifelong, free assistance via email, phone, and chat
  • Keeps practices compliant with regulations like MIPS and the 8-minute rule
  • Seamlessly integrates the latest technological and clinical advances
  • Tailors documentation and exercise sheets to specific needs

WebPT's limitations

  • Extensive features may require time to grasp full
  • Compatibility with other software should be considered
  • Some tools may come with extra fees
  • Response times may vary based on demand
  • Limits to customization may exist for certain features

WebPT pricing

  • Standard plan: $99 and setup fee required
  • Enterprise plan: Custom pricing based on clinic needs

WebPT reviews

  • Capterra: 4.4/5 stars based on 461 reviews
  • G2: 4.4/5 stars based on 155 reviews

4. Systems4PT


Systems4PT is a software specific to outpatient rehab. It is designed for physical therapists, occupational therapists, and speech-language pathologists. Aside from their integrated scheduling capability, Systems4PT also offers solutions for EMR, billing, management reports, and outcome analysis. 

Systems4PT's best features

  • Can quickly schedule multiple appointments at once
  • Can automate appointment reminders
  • Can color-code appointments on a calendar for organization and recognition
  • Can track cancellations and no-shows
  • HIPAA-compliant

Systems4PT's limitations

  • Not available on mobile devices
  • Can't sync calendars
  • Users express difficulty with teaching fellow staff how to use the software

 Systems4PT's pricing

  • Contact Systems4PT for more detailed pricing with a free demo

Systems4PT's reviews

  • Capterra: 4.5 stars (40 reviews)
  • G2: 5 stars (42 reviews)

5. Powerdiary


An online practice management software, Powerdiary is designed for health professionals like physiotherapists, chiropractors, massage therapists, and more. Aside from scheduling, the platform offers treatment note templates, a client portal, and integration to streamline billing, payment, and emailing. 

Powerdiary's best features

  • Can remind patients of their appointments via SMS & email
  • Has a waitlist functionality
  • Can organize using custom grouping or color coding
  • Can set a custom online availability
  • Can integrate with Google Calendar

Powerdiary's limitations

  • Not available on mobile devices
  • No free plan
  • Weekly subscription

Powerdiary's pricing

  • Free trial
  • Just me (1 practitioner): $5/week
  • Light (2-3 practitioners): $8/week
  • Growth (4-9 practitioners): $13/week
  • Medium (10-20 practitioners): $21/week
  • Plus* Depending on the number of practitioners, $30/week

Powerdiary's reviews

  • Capterra: 4.7 stars (183 reviews)
  • G2: 4.7 stars (164 reviews)

6. InsightEMR by Clinicient

InsightEMR by Clinicient

InsightEMR by Clinicient is a web-based EMR explicitly designed for outpatient rehabilitation practices and practitioners such as physical therapists, occupational therapists, pediatricians, etc. InsightEMR offers features that may benefit physical therapy clinics, including scheduling, reporting, clinical documentation, and billing services. 

InsightEMR's best features

  • Can automate reminders
  • Can customize the booking flow
  • HIPAA-compliant

InsightEMR's limitations

  • No mobile apps 
  • Users express steep learning curves
  • Users have concerns about the speed and smoothness of the software 

InsightEMR's pricing

  • Starts at $50/month

InsightEMR's Reviews

  • Capterra: 4.4 stars (126 reviews)
  • G2: 4.1 (102 reviews)

7. TheraOffice


Another EMR and practice management software designed for rehab, TheraOffice, has features like scheduling, documentation, billing, and clinical reporting to help therapists manage their business and practice efficiently. 

TheraOffice's best features

  • Can optimize schedules
  • Can create multiple, separate schedules for different clinics
  • Can check in via mobile
  • Can manage waitlist
  • Can set recurrent appointments

TheraOffice's limitations

  • No free plan
  • No app for Android
  • Users express concerns with software freezing

TheraOffice's pricing

  • Contact TheraOffice for pricing information and custom quotes based on your practice's needs.

TheraOffice's reviews

  • Capterra: 4.6/5 stars based on 25 reviews
  • G2: 3.6/5 stars based on 16 reviews



HENO is a practice management platform where you can automate scheduling. Therapists can also streamline the billing process, store medical records, and produce reports using this software.

HENO's best features

  • Can view appointment information data from multiple locations and providers
  • Can create and find appointment slots
  • Can schedule and manage appointment reminders
  • Can be accessed on any web-enabled device
  • HIPAA-compliant

HENO's limitations

  • No free plan 
  • No apps available on mobile devices
  • Users report a steep learning curve

HENO's pricing

  • Start-up: $99 per month/clinic for unlimited users ($5 per patient appointment)
  • Growth: $149 per month/per provider
  • Established: $225 per month/per provider
  • Unlimited: $299 per month/per provider
  • RCM: % per month or Monthly Minimum Unlimited Providers & Users

HENO's reviews

  • Capterra: 4.3/5 stars based on 31 reviews
  • G2: 4.3/5 stars based on two reviews

9. ClinicSource


ClinicSource is designed to help therapists efficiently schedule appointments, create invoices, manage billing, store electronic medical records, and more. 

ClinicSource's best features

  • Easy-to-use scheduling and billing features
  • Detailed yet efficient documentation system
  • Patient portal for enhanced communication and engagement
  • Clearinghouse for streamlined billing processes
  • Use the therapist dashboard for quick access to critical information

ClinicSource's limitations

  • Difficulty with reimbursement and billing issues
  • Frequent nightly outages without warning messages
  • Inconsistent customer support with unfulfilled promises
  • Lack of notice regarding price increases
  • Interface and organization may be less intuitive compared to other EMR systems

ClinicSource's pricing

  • First user: $74.95/mo
  • Additional users: $38.95 (for full users, unlimited visits) or $12.95/mo (for part-time users & non-providers, <25 visits per month)

ClinicSource's reviews

  • Capterra: 3.9 stars (65 reviews)
  • G2: 3.4 stars (19 reviews)

Carepatron Physical Therapy Scheduling Software helps you save 1 day in admin every week

Carepatron physical therapy scheduling software is a revolutionary tool that revolutionizes physical therapy practice management, clinical documentation, and healthcare scheduling. It offers an intuitive interface and robust functionality that streamlines scheduling, documentation, and administrative tasks, allowing practitioners to focus on patient care.

The software integrates seamlessly with existing systems, making it an ideal choice for modern physical therapy practices. One of its standout features is its medical scheduling software, allowing patients to book appointments conveniently. Carepatron's integration with Google and Outlook calendars ensures seamless coordination and avoids scheduling conflicts.

The software also excels in clinical documentation, providing customizable templates and efficient tools for note-taking and record-keeping. Its telehealth video conferencing feature enhances accessibility and flexibility, allowing therapists to connect with patients remotely. Carepatron's commitment to data security and compliance with healthcare regulations ensures peace of mind for practitioners and patients.

Carepatron is the ultimate solution for physical therapy practice management and clinical documentation, offering unparalleled efficiency, comprehensive features, and innovation.

Access all of these and more by signing up on Carepatron today!

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