Run your practice better
Free guides built for physiotherapists in India. No jargon, no fluff. Just practical tools.
Handling cancellations and no-shows
Last-minute cancellations happen. A simple policy and a quick response can turn a missed slot into a rebooking.
Have a clear cancellation policy
Tell patients at the time of booking that you need at least 24 hours notice to cancel or reschedule. A single sentence in your confirmation message is enough.
Respond quickly to cancellations
When a patient cancels, send a short reply within an hour acknowledging it and offering to rebook. Patients who cancel last minute often intend to come back if you make it easy.
For no-shows: check in, do not chase
If a patient does not arrive within 10 to 15 minutes, send one brief message asking if everything is okay. Keep it warm. Most no-shows are accidents, not decisions.
Keep a short waitlist of patients who mentioned they want an earlier slot. A cancellation becomes a new booking when someone is ready to fill it.
Preparing patients before their session
A quick message before the first visit helps new patients arrive ready. Share these points in your booking confirmation or as a follow-up.
- Wear loose, comfortable clothing that allows access to the area being treated
- Bring any recent X-rays, MRI reports, or doctor referrals if you have them
- For new patients: arrive 5 minutes early as the initial assessment takes longer
- For home visits: clear a space at least 2 metres by 2 metres and have a mat or firm surface ready
- Let your physiotherapist know in advance about any current medications or recent procedures
For home visits, it helps to confirm the address and an approximate arrival window the day before. It saves calls on the day.
Invoice checklist
What to include in a receipt or invoice for your physiotherapy sessions.
- Your full name and clinic name
- Your contact number and address
- Patient name and phone number
- Date of session
- Description of service (e.g., Physiotherapy session: knee rehabilitation)
- Fee charged (₹ amount)
- Payment method (cash / UPI / card)
- Your GSTIN, if you are registered for GST
GST registration applies only if your annual turnover exceeds the government threshold. Consult your chartered accountant for advice specific to your practice.
Patient communication tips
Small habits that make a big difference to patient satisfaction.
Confirm within an hour
Send a confirmation message within 60 minutes of a booking. Patients who hear back quickly are less likely to cancel.
Call if they are late
If a patient has not arrived 10 minutes after the session start, give them a quick call. Most of the time, it is just traffic.
Follow up after the session
A short message 48 hours after, asking how they feel and reminding them of their home exercises, builds trust and brings patients back.
Getting the most from your profile
A complete profile gets more views and more bookings. Here is what to focus on.
Add a clear photo
Profiles with a photo get more views. A well-lit headshot is all you need.
Write a short bio
Two or three sentences about your experience and what you specialise in. Patients want to know who they are booking with.
List all your specialties
Add every condition you treat. Patients search by condition, so more specialties means you appear in more searches.
Enable home visits if you offer them
Home visit providers get an extra badge and appear in the home visit filter. If you visit patients at home, turn it on.
Growing your practice
A few things that consistently help physiotherapists get more bookings on BookPhysio.in.
- Complete your profile to 100%: photo, bio, specialties, fees, and clinic address
- Ask satisfied patients to leave a review after their session
- Keep your availability calendar up to date so patients only see slots you can fill
- Respond to patient messages within a few hours where possible
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