Physiotherapists are still carrying a heavy load of admin work — case files, insurer requirements, documentation, billing, scheduling, and everything in between. It’s a lot to stay on top of, day in and day out.
That’s why the systems you rely on matter more than ever. The right software keeps your physical therapy clinic organized, your workflow steady, and your team focused instead of wrestling with routine tasks.
A solid physiotherapy practice management platform can cut down busywork, lower overhead, and give you more room to focus on patient care where it actually counts.
In this article, we review the leading physiotherapy management tools worth considering for 2026. If you’re looking to run a more efficient, compliant, and well-coordinated clinic, this is a good place to start.
| Software | Key features | Pricing | Best for |
| CaseRM | Case-centric case file management, multi-calendar scheduling, clinically efficient purpose-built charting, built-in accounting and billing, centralized contacts, and secure file storage. | Solo plan is USD $29/month with unlimited appointments; Team plan $50/month with unlimited appointments and full-time licenses. | Clinics that need organized case files, sophisticated case management, solid scheduling, built-in accounting, and a scalable workflow. |
| ClinicSense | Online booking & scheduling, SOAP-notes + intake forms, invoicing & payments, automated reminders & client communication. | Lite starts at USD $39/month, Standard (up to 200 appointments) is $69/month, and Premium (unlimited appointments) is $99/month. | Solo practitioners or small wellness clinics who prefer pricing that reflects their appointment volume. |
| Cliniko | Practice scheduling, online booking, treatment notes, invoicing/payment, patient records, and telehealth-ready management. | Starts at US $45/month for one practitioner, scaling to 395/month for 26–200 practitioners. | Small-to-mid-sized clinics and allied-health practices needing simple scheduling, invoicing, records, and telehealth. |
| Jane App | Intuitive scheduling, beautifully designed charting, integrated payments, online booking, telehealth, robust insurance billing, and a polished client portal. | Starts at USD $54/month for a single-practitioner profile with up to 20 appointments. The Practice plan is $79/month plus 35 per additional full-time practitioner, and the Thrive plan is $99/month plus 40 per additional practitioner. | Small to mid-size health & wellness practices needing an all-in-one solution for scheduling, charting, billing, and telehealth. |
| Nookal | Built-in AI voice-to-text notes, appointment calendar with automated reminders, plus admin, marketing, and revenue reports. | Plans start at USD $45 for your first practitioner, with additional team members added at a lower rate. You get all the core tools needed to keep your clinic running smoothly, without locking yourself into long contracts or hidden fees. | Clinics needing an all-in-one cloud platform with scheduling, billing, records, and AI-powered notes that streamline daily clinic operations. |
| Noterro | Charting, Billing, Scheduling, Management, Marketing — all in one platform, including a clinic-branded app that patients use directly. | Core plan starts at USD $33/month, Plus at $55/month, and Max at $77/month – with additional practitioner seats costing $13.20/month, $22.00/month, and $27.50/month respectively. | Clinics and mobile practitioners needing a full, all-in-one system – charting, billing, scheduling, mobile app for patients, plus support for multi-location workflows. |
| WebPT | Rehab-specialty support (PT, OT, SLP) with home exercise programs, telehealth, voice-to-text scribing, and automated charting. | Tiered pricing with no public rates — you’ll need to request a quote. | Outpatient rehab clinics needing a therapist-built, all-in-one EMR for PT/OT/SLP — fast documentation, billing, and compliance. |
CaseRM
Most practice management systems were built around booking appointments, not handling the real complexity of modern physiotherapy clinics.
CaseRM takes a different path with a case-centric foundation rooted in Adaptive Case Management (ACM). Instead of forcing everything through a calendar, CaseRM manages the full lifecycle of each case – from intake to discharge – no matter how many healthcare providers, insurers, or treatment plans are involved.
Physiotherapy practices often juggle parallel treatment plans, mixed funding sources, evolving documentation, and shifting insurer requirements. Traditional systems flatten these complexities or hide them behind workarounds. CaseRM embraces them.
Every case file can carry its own documentation, workflows, and billing streams, letting you handle intricate scenarios without extra spreadsheets or manual tracking. You’re not locked into rigid templates – you can adapt your process to each case as it develops.
With CaseRM, you get a platform that finally reflects how physiotherapy clinics actually operate: dynamic, multi-layered, and constantly changing – and you stay fully in control of it.
Features
Case-Centric Structure: Manage multiple case files per client, each with its own documentation, workflows, billing, and clinical notes. Nothing gets mixed or buried — every case stays clean, separate, and easy to manage.
Custom Case Types: Define the case types your clinic actually uses — Private, MVA, WCB, ODSP, or anything else. Each type supports its own documentation and billing setup, keeping workflows clear and preventing mix-ups.
Modern Charting Tools: Online charting built for real clinical workflows, with flexible tools for assessments, progress notes, and treatment documentation. Create reusable templates, stay aligned with regulatory requirements, and standardize your team’s charting without slowing anyone down.
Multi-Calendar Platform: Practitioners, rooms, equipment, and locations through dedicated calendars for each resource, giving you a clear operational view of your clinic. It’s not just appointment scheduling; it’s full-scale clinic coordination.
Global Address Book: A single, centralized directory for every stakeholder your clinic relies on – referrers, insurers, lawyers, physicians, and more – so you never chase contact details across scattered systems again.
Built-In Accounting System: A real accounting core — not an add-on — with automated transaction logging and a customizable chart of accounts. Your finances stay organized, accurate, and aligned with your clinic’s daily operations.
Three-Stage Billing: Process a simple, reliable workflow — charge, invoice, and record payment — built to keep your billing organized, transparent, and easy to follow from one stage to the next.
Team Profiles & Time Tracking: Keep organized profiles for every team member, including uploaded credentials and certificates. Role-based access and audit trails ensure the right people see the right information — and every action is traceable.
Custom Online Forms: Build and publish digital forms tailored to your clinic’s intake and documentation needs. The drag-and-drop builder and flexible actions let you create forms that fit smoothly into your workflows — no coding, no workarounds.
Marketing That Works: CaseRM links with a dedicated email and SMS marketing platform, so your outreach is handled by tools built by marketing professionals — not bolted-on features. Send beautifully designed promos and seasonal specials that keep your clinic top of mind.
Pricing
Solo: $29/month – includes 1 user, 1 location, 1 team-member, unlimited appointments, and 2 GB file storage.
Team: $50/month – a clinic-wide plan that gives every member of your team a full-time license. You get unlimited users, locations, team members, appointments, and calendars, plus 5 GB of file storage.
Best for
CaseRM is ideal for allied health practices that deal with multiple insurers, complex case files, parallel treatment plans, or multi-location operations. If your clinic is growing or managing more moving parts than a basic appointment system can handle, CaseRM gives you the structure and flexibility to stay organized without slowing down.
ClinicSense
ClinicSense is a practice management software originally built for massage therapy clinics. Over time, it has expanded to serve a broader range of health and wellness disciplines, including physiotherapy, chiropractic, and other therapeutic practices.
The physiotherapy patient management software includes essential tools for scheduling, charting (such as SOAP notes and electronic forms), billing, and basic operational management. Its goal is to simplify day-to-day clinic operations and ease the administrative burden, particularly for solo practitioners and small to mid-sized teams.
One of ClinicSense’s standout features is its built-in communication and marketing toolkit. It offers automated appointment reminders, email newsletters, feedback and review collection, and wellness check-in campaigns — all aimed at improving patient engagement and helping clinics maintain consistent client communication.
Features
Charting: Includes SOAP notes, customizable intake forms, and digital consent forms — giving practitioners a straightforward way to document, access, and manage patient information.
Scheduling: Offers online booking for patients, automated email and text reminders, a No-Show Guard to enforce cancellation policies and collect deposits, and a wait-list feature to help fill open slots quickly.
Financial: Supports invoicing, payment processing (with Square integration), financial reporting, treatment package management, and gift certificate sales — all built into the same system to streamline billing and revenue tracking.
Communication: Provides built-in tools for patient engagement and marketing, such as mass email newsletters, automated availability summaries (to fill open slots), post-visit wellness check-ins, feedback and review collection, referral tracking, and birthday greetings. These features help clinics stay connected with patients and build lasting relationships through timely, personalized communication.
Pricing
Lite: $39/month – designed for new or part-time practitioners, this entry-level plan includes up to 20 appointments per month. It covers essentials like online booking, SOAP notes, intake forms, and invoicing.
Standard: $69/month – Includes up to 200 appointments for one practitioner. Additional practitioners can be added for $10/month each. This plan builds on Lite with added tools like SMS/text reminders, No-Show Guard™, waitlist management, and expanded marketing features such as gift cards and promotional campaigns.
Premium: $99/month — includes unlimited appointments and VIP support, with additional practitioners at $10/month each. Built on the Standard plan, it’s ideal for busy clinics that need flexible access for more staff and higher patient volume.
Best for
ClinicSense is well-suited for solo physiotherapists and small clinics that want an easy-to-use practice management tool with pricing that scales based on appointment volume. Its simple interface, built-in communication tools, and competitive tiered plans make it a practical choice for clinics with straightforward needs. However, practices with multiple locations, complex billing requirements, or high operational complexity may find more flexibility and depth in platforms like CaseRM.
Cliniko
Cliniko is a cloud-based practice management system built for allied health clinics. It includes essential features like scheduling, treatment records, invoicing, and payments. While Cliniko physiotherapy software provides core functionality out of the box, it relies heavily on third-party Connected Apps to extend its capabilities. This offers clinics flexibility to choose their own tools but can result in a more fragmented and potentially higher-cost setup as operational needs grow.
Cliniko markets itself as “physiotherapy clinic management software for people who care,” with pricing that has remained unchanged since 2011 — a draw for small practices seeking predictability.
Features
Appointment Calendar: A scheduling calendar that supports online bookings, recurring appointments, calendar filters by practitioner or location, and multiple view options.
Treatment Notes: Customizable templates for creating and managing patient treatment records. Practitioners can design their own note formats and securely access or update records across devices.
Finance Management: Handles invoicing, payments, and expenses, with support for online payments via Stripe and customizable payment types. Invoices can be emailed to patients as PDFs, and the system provides standard financial reports such as revenue summaries and outstanding balances.
Reporting & Analytics: Includes over 19 built-in report types covering appointments, payments, revenue, outstanding invoices, expenses, and practitioner activity. These reports offer visibility into key operational and financial metrics to support day-to-day clinic management.
Pricing
Cliniko’s pricing is tiered by number of practitioners:
- 1 practitioner – $45 per month
- 2–5 practitioners – $95 per month
- 6–8 practitioners – $145 per month
- 9–12 practitioners – $195 per month
- 13–25 practitioners – $295 per month
- 26–200 practitioners – $395 per month
Best For
Cliniko is well-suited for solo practitioners and small clinics with simple workflows and straightforward billing needs. Its core features cover scheduling, treatment notes, and basic financial management, making it a practical option for practices that don’t require advanced customization or complex insurer-driven processes.
Clinics that work with multiple funding streams or require deeper financial and insurance-related reporting may find Cliniko’s capabilities more limited compared to platforms designed for more complex environments.
Jane App
Jane App is a widely recognized cloud-based practice management platform for physiotherapy and wellness clinics. It was originally developed in 2011 out of a multidisciplinary clinic in North Vancouver, Canada, and has since grown into one of the most user-friendly solutions in the market.
Initially built as a simple booking tool, Jane has expanded into a full practice management system with strong scheduling and documentation features.
Jane is especially known for its clean user experience, making tasks like charting and appointment management straightforward for both administrative staff and clients. The platform offers online booking, customizable chart templates, and has recently introduced AI-assisted charting to streamline documentation.
While primarily patient-centric in design, Jane continues to add enhancements to its core system, making it a popular choice for small to medium-sized clinics with standard workflows.
Features
Scheduling & Calendar: Provides full staff and appointment scheduling with real-time updates to prevent double-booking. Jane can also help fill gaps in the calendar to optimize practitioner availability and clinic flow.
Clinical Charting: Provides flexible tools for documentation, including SOAP note templates, customizable intake forms, and outcome tracking surveys. A built-in library of chart templates and support for outcome measures help streamline clinical workflows.
Online Booking & Telehealth: A patient-facing online booking system with optional branding, enabling 24/7 self-scheduling. Secure one-on-one video appointments are built in, while group telehealth (for up to 12 participants) is available as an add-on. All telehealth features are HIPAA and PIPEDA compliant.
Billing & Insurance: Provides tools for invoicing and insurance processing, allowing practitioners to bill clients or insurers efficiently. Supports direct insurance billing through integrations such as TELUS eClaims (Canada) and facilitates third-party claims submission.
Payments Processing: Supports integrated payment processing for online credit card transactions and in-clinic terminal payments, with full PCI compliance and EMV card reader support.
Pricing
Balance: $54 per month for one practitioner (limited to 1 practitioner profile and 20 appointments per month).
Practice: $79 per month for one full-time practitioner; plus $17.50 per month for each part-time practitioner and $35 per month for each full-time additional practitioner.
Thrive: $99 per month (includes one full-time practitioner); plus $20 per month per part-time practitioner and $40 per month per additional full-time practitioner.
Best For
Jane App’s tiered plans and emphasis on simplicity make it well-suited for solo practitioners and small clinics that want an easy-to-use, ready-to-go practice management solution. It is widely adopted by physical therapists and other allied health providers.
While many users appreciate its clean design, some note limited customization for more complex or large-scale workflows. As a result, Jane App is a strong fit for smaller practices seeking essential features and quick setup, while larger clinics with specialized requirements may need more flexibility.
Nookal
Nookal is positioned as a comprehensive patient management software for physiotherapy and allied health practices. It focuses on streamlining clinic operations — from initial patient booking to final billing and recurring appointments.
The platform offers a suite of features designed to reduce paperwork and improve efficiency. Based in Australia, Nookal physiotherapy software primarily serves the allied health community, including physiotherapists, podiatrists, chiropractors, and others, with a web-based system accessible from any device
Features
Internal & External Communications: Provides automated patient notifications – such as SMS appointment confirmations, reminders, and follow-ups – along with a built-in messaging center for staff communication. Supports both individual and group messages to reduce no-shows and keep patients and team members informed in real time.
Appointment Diary & Reminders: Offers a flexible calendar for scheduling appointments, classes, or group sessions. Automated reminders and booking confirmations help reduce missed appointments and avoid scheduling conflicts.
Clinical Notes with Templates: Delivers customizable electronic health record (EHR) templates for clinical notes. Practitioners can maintain comprehensive patient records — including SOAP notes and charts — using templates tailored to their workflow, supporting consistent and accurate documentation.
Reporting & Analytics: Features a broad set of administrative, financial, and marketing reports to help monitor clinic performance. Users can generate reports on key metrics such as revenue, appointment volume, and staff productivity. Marketing insights — including referral source tracking and patient retention — support data-driven decisions for business growth.
Billing & Payments: Includes an integrated invoicing system that streamlines service billing. Clinics can issue invoices—individually or in bulk to third parties—and process payments through supported online gateways. Nookal also allows invoice merging and editing for greater flexibility. Over-the-counter sales of stock and inventory can be completed quickly without creating a full customer record, making front-desk transactions more efficient.
Third-Party Integrations: Connects with widely used external tools to extend functionality. For example, it integrates with Xero for accounting, PayPal for online payments, and healthcare platforms like Physitrack for exercise programs and telehealth. These integrations allow clinics to incorporate services such as telehealth, exercise prescription, and digital payments directly into their workflow.
Pricing
$45/month for the first practitioner, with discounted rates for each additional practitioner.
Best For
Nookal is well-suited for multidisciplinary allied health clinics with a variety of providers under one roof. It caters particularly to physiotherapy and related fields—such as massage therapy, occupational therapy, chiropractic, and podiatry—by offering a unified system for managing services. This makes it a practical choice for clinics that need an integrated solution for scheduling, documentation, and billing across multiple specialties.
Noterro
Noterro, formerly known as SOAP Vault, is a cloud-based clinic management platform for health and wellness practitioners. It is often praised for its quick, smooth deployment—users report that once initial setup is complete, the system is fast, easy to learn, and supports seamless daily operations.
A standout feature is its clinic-branded client app (patient portal), which delivers a customized mobile experience. Patients can use the app to schedule appointments, make payments, complete forms (such as intake or satisfaction surveys), and access other services, improving overall engagement and convenience.
Features
Client Management & Scheduling: Offers tools to support client retention, including prepaid packages, memberships, a waitlist system for high-demand time slots, and recurring appointment bookings to schedule routine visits in advance.
Insurance Billing: Provides built-in support for insurance claims, including direct electronic submissions. Noterro integrates with TELUS eClaims in Canada and connects to U.S. insurance networks for streamlined claim processing. With Noterro Pay, credit cards can be linked to patient profiles, allowing for faster, simplified payment collection.
Clinical Charting & Scribe AI: Delivers comprehensive charting tools, including customizable clinical notes with SOAP templates and smart phrases for faster documentation, a health “snapshot” view for simplified patient histories, and custom intake forms clients can complete online. Also features Noterro Scribe AI, a voice-to-text tool that allows practitioners to dictate notes and automatically generate structured clinical documentation, streamlining the entire note-taking process.
Pricing
On a month-to-month subscription, the Core plan starts at $33/month for the first practitioner seat and $13.20/month for each additional seat. The Plus plan is $55/month for the first seat and $22/month per additional seat. The Max plan starts at $77/month for the first practitioner seat and $27.50/month for each additional seat.
Best For
Small physiotherapy or rehab clinics looking to streamline processes and improve front-desk efficiency. Noterro is a good fit for solo and small practices that need a reliable system for day-to-day scheduling, billing, and documentation. Users often highlight its effectiveness in reducing no-shows and saving administrative time.
WebPT
WebPT is a cloud-based practice management and electronic medical record (EMR) platform designed for outpatient rehabilitation therapy clinics. It is especially known for its AI-driven features, such as voice-guided documentation tools, and for providing strong compliance support through real-time documentation audits.
The platform is also built with a focus on revenue cycle management, helping clinics optimize reimbursements. Designed specifically for physical therapy, occupational therapy, and speech-language pathology, WebPT offers industry-specific workflows and templates tailored to the unique needs of rehab and health professionals.
Features
Documentation: Streamlines clinical note-taking with automated charting templates and AI-powered assistance. Therapists can work hands-free using voice-to-text scribing, which transcribes patient interactions into clean, compliant SOAP notes—reducing after-hours documentation. Configurable profiles, predictive text shortcuts, and specialty-specific templates help accelerate charting without sacrificing accuracy or clinical detail.
Compliance: Includes built-in safeguards to help clinics meet regulatory and payer requirements. The system runs real-time audit checks on documentation, flagging missing signatures, billing inconsistencies, and other compliance risks. It also provides AI-enhanced CPT coding guidance and prompts to support accurate billing practices and reduce audit exposure, particularly for Medicare and insurance claims.
Billing & RCM: Offers a full suite of billing and revenue cycle management tools. Features include claim scrubbing, auto-posting, batch electronic claim submission, and integrated clearinghouse services for insurance processing. Real-time billing dashboards and reports help clinics track collections, denials, and overall financial performance. Allied medical practices can either manage billing in-house using these tools or outsource it to WebPT’s RCM services team for end-to-end support.
Reporting: Provides robust analytics for both clinical outcomes and business performance. Clinicians can track patient progress using built-in outcome measurement tools, including a library of standardized tests and functional measures. On the business side, the platform offers dozens of pre-built reports and dashboards—covering metrics like productivity, cancellation rates, and financial KPIs—giving managers real-time visibility into clinic operations and compliance. Higher-tier plans also include custom reporting options and advanced analytics for deeper insights.
Marketing & Engagement: Delivers patient engagement and marketing tools designed to help clinics attract new clients and build long-term relationships. Automates outreach via email or text, including targeted campaigns and appointment reminders. Supports online reputation management by collecting feedback (e.g., NPS scores, review requests) and enhancing visibility through SEO tools and customizable landing pages. Additional capabilities like online scheduling and lead tracking — assisted by AI-driven communication — help convert prospective inquiries into booked appointments without requiring a dedicated marketing team.
Pricing
WebPT does not list subscription fees on its pricing page; clinics must request a custom quote. It offers three tiers — Starter, Enhanced, and Ultimate — with pricing typically based on a per-provider, per-month model, though a per-visit option is also available.
Best For
WebPT is well-suited for outpatient rehab clinics, especially mid-to-large practices that bill insurance and require strong compliance and revenue cycle management. Its advanced billing workflows, AI-powered documentation, and detailed reporting cater to clinics with high volumes or complex administrative needs.
Smaller or cash-based practices may find its depth — and associated cost — more than they need. For those, a simpler, more focused platform may be a better fit.
Takeaway: Case-Centric Management Reflects Real Clinical Workflows
Physiotherapy is evolving — and so are the demands placed on your clinic. Juggling multiple insurers, concurrent treatment plans, and shifting administrative requirements isn’t something traditional appointment-first systems were built for. A case-centric model doesn’t just accommodate this complexity — it’s designed for it.
CaseRM leads this shift with Adaptive Case Management at its core. Unlike tools that simply manage bookings and files, CaseRM treats each case as its own operational unit, giving your team the flexibility to document, bill, and adapt care in step with how real clinical work happens.
If you’re ready to move beyond calendar-based scheduling and adopt a system purpose-built for the modern physiotherapy clinic, CaseRM offers more than physiotherapy charting software — it offers alignment with how your practice actually moves with purpose.
FAQs
Below are some answers to common questions we get about online booking physiotherapy software:
What is physical therapy software?
Physio scheduling software is primarily a cloud-based app designed to help physiotherapists manage the administrative and clinical operations of their practice. As such, these tools combine electronic medical records, practice management (PM), and billing and invoicing modules to improve efficiency. More advanced versions like CaseRM add an extra layer of functionality with adaptive case management to handle complex insurance cases and patient streams.
What are the main features of the best physiotherapy practice management software?
To improve efficiency, physiotherapy practice management software should offer features that streamline front-office and administrative work, support clinical documentation, and maintain accurate billing and financial records.
What are the benefits of physiotherapy practice management software?
The major benefits of adopting a great physiotherapy practice management software include improved operational efficiency, increased revenue and cash flow through accelerated claim submission and processing, better compliance and documentation, reduced workload, better care continuity and patient outcomes, and reduced administrative workload.