9 Best Physical Therapy Scheduling Software in 2023

Stay on top of your schedule and have your patients book at their convenience with the 9 Best Physical Therapy Scheduling Software this 2023.

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Physical Therapy Scheduling Software
Physical Therapy Scheduling Software

Physical therapists are no strangers to technology and its benefits in their practice. For the past few years, technology in the form of applications, motion capture, wearable technology, telehealth, and even video games has made it easier for physical therapists to track their patient's progress and even made 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 top of their schedules and remind their patients of their appointments. These can also empower patients to book their own 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 9 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 we introduce you to the list we found of the best physical therapy scheduling software for 2023, you must have a list of what you should look for in scheduling software for physical therapists. 

Do note that each software has its own specialties and priorities. So it’s possible that 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 really up to you. 


Similar to how a physical calendar doesn’t need a manual or instructions, good scheduling software should be just as easy to navigate and use. Software with an intuitive user interface will save both time and effort for the therapist that would’ve been spent learning the ins and outs of the software. 


Therapists must be able to access their schedule whenever, wherever. To make software accessible, it must be available on different devices, especially mobile phones and tablets. That way, emergencies or a location change won’t be an issue for the therapist and their patients.


In some instances, even physical therapists can conduct sessions with patients beyond their local area, whether that’s in-person or via a telehealth consult. So the practitioner won’t have to do extra mental work, a scheduling software must be able to automatically convert the time from the patient’s timezone to the practitioner’s timezone. This’ll prevent confusion on the practitioner’s end and ensure all patients are attended to. 

Recurring Appointments

Therapy sessions, especially physical therapy sessions, are usually recurring. Creators of physical therapy scheduling software must be well aware of this. For efficiency, they must provide patients and therapists the option to automatically create recurring appointments instead of manually creating sessions over a certain period. 


A scheduling software with this feature will reduce no-show appointments or prevent confusion if the patient needs to reschedule or cancel their appointment. 

Import or Integration

For therapists who won’t be starting from scratch and already have schedules made on digital calendars, having the import or integration that can transfer all the information to their scheduling software can save time and effort for the therapist. 


Offering customization or personalization options can help therapists the most with organizing their notes. Though it’s not required for some therapists, it will still benefit those dealing with multiple patients. 


Given the sensitive information stored in scheduler software, therapists must have confidence in the software's security measures, which can be achieved by the software stating its compliance with GDPR or HIPAA regulations.


Digital calendars may be free, but they lack the abovementioned features that will speed up the scheduling process for therapists and patients. That’s why it’s important to check out the pricing of the different software available on the market. More than a handful offer free and budget-friendly plans and pricier options but will definitely give you a bang for your buck. 

Reviews and Ratings

To determine if software meets your expectations, the most effective approach is to examine ratings and read reviews from other physical therapists. These reviews offer contextual feedback that can serve as a foundation for making an informed decision.

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 2023. 

The 9 Best Physical Therapy Scheduling Software Available in 2023


Carepatron is an all-in-one software healthcare professionals, including physical therapists, can use to aid them in automating specific tasks and streamlining processes like scheduling. Aside from features that will automate appointment scheduling and sending reminders, Carepatron offers free resources, integrations with telehealth applications, and secure, HIPAA-compliant storage for clients’ medical records. 

Carepatron’s Best Features

  • Sends automated appointment reminders for free via SMS or e-mail
  • Online or mobile payment is an option when setting an appointment
  • Patients can book at their convenience and view what they need independently
  • Accessible via desktop and mobile gadgets
  • HIPAA-compliant

Carepatron’s limitations

  • Not a standalone scheduling app
  • Can’t sync Google and Outlook calendars
  • Limited data storage for the starter plan

Carepatron’s pricing

  • $0/Month/user
  • $12/month/user (when billed annually)
  • $19/month/user (when billed annually)

Carepatron’s reviews

  • Capterra: 4.5 stars (69 reviews)
  • G2: No review available.

Raintree Systems

Raintree Systems

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

  • Designed specifically for outpatient therapy 
  • No free plan 
  • No free trial
  • Not available on mobile devices

Raintree systems’ Pricing

  • Must request for a quote

Raintree systems’ Reviews

  • Capterra: 4.2 stars (9 reviews)
  • G2: 4 stars (45 reviews)



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

  • Can schedule and send automatic reminders
  • Can create recurring appointments
  • Can drag and drop to reschedule an appointment
  • Has color-coding and custom-labeling to organize calendars
  • HIPAA-compliant

WebPT’s Limitations

  • No mobile application for Android users
  • Limited integration capabilities
  • Mostly suitable for outpatient rehab practices

WebPT’s Pricing

  • Lite: $3/day/provider (with unlimited clerical users)
  • Standard: $6/day/provider (with unlimited clerical users)
  • Enterprise: Custom pricing

WebPT’s Reviews

  • Capterra: 4.4 stars (427 reviews)
  • G2: 4.5 stars (153 reviews)



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 report, 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 on how to use the software

 Systems4PT’s Pricing

  • Must request for a quote

Systems4PT’s Reviews

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



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 e-mailing. 

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

  • Just Me (1 Practitioner): $10/week
  • Light (2-3 Practitioners): $16/week
  • Growth (4-9 Practitioners): $26/week
  • Medium (10-20): $42/week
  • Anything more than 20 practitioners will have different calculations

Powerdiary’s Reviews

  • Capterra: 4.6 stars (150 reviews)
  • G2: 4.5 stars (89 reviews)

InsightEMR by Clinicient

InsightEMR by Clinicient

InsightEMR by Clinicient is a web-based EMR designed specifically for outpatient rehabilitation practices and practitioners such as physical therapists, occupational therapists, pediatricians, etc. InsightEMR offers features that may benefit physical therapy clinics inlcude 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 express 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: No reviews available



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

  • Must request for a quote

TheraOffice’s Reviews

  • Capterra: 4.6 stars (25 reviews)
  • G2: 3.5 stars (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 of 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/month/clinic (unlimited providers + $5/visit)
  • Growth: $149/provider/month
  • Established: $225/provider/month
  • Unlimited: $299/provider/month
  • RCM: Request a quote

HENO’s Reviews

  • Capterra: 4.4 stars (26 reviews)
  • G2: 4.3 stars (2 reviews)



ClinicSource is designed to help therapists not only efficiently schedule appointments but also create invoice, manage billing, store electronic medical records, and more. 

ClinicSource’s Best Features

  • Can be accessed on desktop and mobile devices
  • Can sync with Google Calendar and be exported to Outlook and iCal 
  • Can organize using colors
  • Has multiple view options
  • HIPAA-compliant

ClinicSource’s Limitations

  • Customer support is not available 24/7 
  • No free plan
  • No free trial

ClinicSource’s Pricing

  • First User: $72.95/mo
  • Additional Users: $36.95 (for full users, unlimited visits) or $12.95/mo (for part-time users & non-providers, <25 visits per month)

ClinicSource’s Reviews

  • Capterra: 4.0 stars (63 reviews)
  • G2: 3.5 stars (18 reviews)

Carepatron Physical Therapy Scheduling Software helps Save You 1 Day in Admin Every Week

While the adage "to each his own" holds merit, we would like to present compelling reasons why Carepatron stands out as the superior choice among all the other physical therapy scheduling software options on our list.

With Carepatron, you can save 1 day in admin every week because of the numerous features you can access right on the software and mobile applications. With Carepatron, you can: 

  • Schedule online on our app, available on any gadget you have on hand
  • Integrate your Google and Outlook Calendar
  • Have your patients book at their convenience and even have them view other relevant information to them, such as payment and appointments
  • Remind your patients of their appointment and give them the option to accept, reschedule, or cancel
  • Accept online or mobile payments through the software
  • Manage your schedule as well as other essential documents you may need during the appointment
  • Have telehealth video conferencing as soon as you open your appointment of the hour

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

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