Evaluation request form
A short flow that captures the referral, the plan, the location and preferred times, built to work on a phone.
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Booking and intake website for physical therapy clinics
New patients often reach a physical therapy clinic with a referral in one hand and a sore back in the other, and they want a time that works before anyone picks up the phone. This booking and intake website for physical therapy clinics lets them request an evaluation, send their paperwork and confirm a visit without waiting on hold.
01
How new-patient scheduling works in a physical therapy clinic today
Most new patients arrive with a referral from a surgeon or a primary care doctor that still has to be matched to an insurance plan. The front desk takes the call, checks whether the clinic is in network, asks for the referral and then searches for an evaluation slot that fits the therapist's day. A single new patient can take several calls before the first visit is on the calendar.
The break usually happens at the evaluation slot. Initial evaluations take longer than follow-up visits, so a therapist who needs a long open block on a Tuesday rarely has one free when a request arrives by voicemail on a Friday afternoon. The patient then books with the next clinic that answers, and the referral goes with them.
02
How patients search, compare and book a physical therapy appointment
Someone with new knee pain or a stiff neck usually starts on a phone, typing a phrase like physical therapy near me or physical therapist accepting new patients. They scan the results for distance, hours and whether a listed plan matches the card in their wallet. Many open two or three websites before they call anyone, and the one they keep is the one that shows an open time.
For this project that means the booking page has to show the plans accepted, the evening hours and a physical therapy appointment request form that a patient can finish in a few minutes. A short note that the first visit is an evaluation, with a line on what to bring, answers the questions that would otherwise become a phone call.
03
Booking and intake website features to build first
The first release should cover the path from a search result to a confirmed evaluation. That means a request form that asks only what the scheduler needs, an availability view by location and visit type, and an automatic confirmation with the arrival time, the address and a link to the forms. The public calendar should show only the slots your therapists have released, so nobody requests a time that does not exist.
Intake sits inside the same flow. A secure packet with the medical history, a pain body diagram, consent forms and an insurance card upload lets the patient finish before the visit, which is the most practical way to start on time. Your team decides where completed packets go, whether that is a secure folder or the record system you already use, and we set that up with you during scoping. Good physical therapy intake forms are short, plain and tested on a phone.
- Request form with referral upload and plan picker
- Availability by location, therapist and evaluation type
- Confirmation email with arrival time and forms link
What you get
Key features
Live availability by location
Shows only the evaluation slots your therapists have released, so patients stop asking for times that do not exist.
Digital intake packet
Medical history, pain diagram, consent and insurance card upload, completed at home before the first visit.
Automatic confirmations
An email with the arrival time, parking notes, the forms link and your cancellation policy goes out as soon as a visit is booked.
Referral upload
Accepts a referral from a surgeon or primary care office and places it in the scheduler's queue with the request.
Front desk alerts
Notifies staff of each new request and keeps a simple weekly count of requests, confirmed visits and open items.
04
What a physical therapy clinic must provide before the build
We need the list of locations, the therapists who accept new patients, the visit types you offer and the insurance plans you are in network with. Your billing lead should confirm each plan name exactly as it prints on a patient card, because a name that is slightly wrong creates a false expectation at the desk.
We also need the current intake packet in its native form, the consent language your attorney has approved and the questions your staff must ask at the desk for clinical or legal reasons. Share screenshots of the booking rules in your scheduling system, such as how long an evaluation holds and who can override it, so the public form matches what the calendar can actually do.
- Locations, therapists taking new patients and visit types
- In-network plan names as they print on patient cards
- Current intake packet, consent language and desk-only questions
- Admin contacts for the domain, form inbox and analytics
05
Mistakes to steer a physical therapy clinic away from
The most common mistake is putting a generic contact form on the page and calling it a booking system. A patient who submits a form and hears nothing until the next morning has already started calling another clinic. If a request cannot be confirmed quickly, the form should say so and give a phone number for urgent referrals.
Second, avoid listing every plan the clinic has ever accepted. An outdated list causes more trouble than a shorter one with a clear line that says to call and confirm. Third, do not ask for the full medical history on the first screen, since most people abandon a form that looks like hospital admission paperwork.
06
How to measure whether the booking and intake website is working
Start with numbers the front desk already tracks. Count new-patient evaluations booked each week, the share of requests that turn into a visit and the number of calls about availability that stop once the calendar is public. Compare those figures with the months before launch so the change shows up in your own records.
Two smaller measures matter too. Track how many intake packets arrive complete before the visit and how often a therapist starts an evaluation with paperwork still missing. A falling count of late paperwork usually means the first visit starts on time and the schedule holds.
How long does a booking and intake website for physical therapy clinics take to build?+
Timing depends on the number of locations, the intake forms and how quickly your team can review the availability rules. We agree on the schedule in writing during the free scoping call, so the dates are known before any work starts.
Can the request form send bookings into the scheduling system we already use?+
It can be set up to send requests where your team wants them, whether that is a shared inbox, a queue in the scheduling system or a secure folder. We confirm what your system supports during scoping and do not promise a connection until we have checked it.
What does a physical therapy website design project like this cost?+
Websites range from $300 to $2,200, depending on scope. The number of locations, the intake forms and any custom availability rules are what move the price, and the final figure is confirmed in writing before work begins.
Will patient information on the intake forms stay secure?+
Sensitive fields sit behind secure pages, and the forms only collect what your clinic needs for an evaluation. Your compliance adviser should review the questions before launch, because the clinic remains responsible for its own privacy obligations.
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Let's make it happen
Plan your booking and intake website on a free call
We will walk through your locations, forms and scheduling rules, then confirm scope and price in writing before any work starts.