An AI receptionist for physical therapy clinic workflows

Physical therapy clinics manage new referrals, evaluations, recurring visits, schedule changes, patient questions, and therapist availability. Truvoca can support defined administrative conversations while keeping clinical judgment, symptom questions, and care decisions with licensed staff.

30 minutes over Google Meet. Times are shown in Eastern European Time (GMT+03:00). Scheduling runs on Google Calendar, so choosing a time takes you into Google’s service.

Route new, returning, and recurring-visit calls

The agent can identify the administrative reason for contact and follow the correct workflow. New patients may need a referral or evaluation path; returning patients may need to confirm, cancel, or reschedule a visit; recurring plans require rules that protect the intended sequence.

New-patient and referral inquiry
Initial evaluation request
Recurring appointment confirmation
Cancellation and rescheduling
Billing, authorization, clinical, or staff route

Protect recurring schedules from accidental changes

A series of therapy visits is not the same as a single appointment. The scheduling workflow must define whether one visit or the full series changes, preserve therapist and location requirements, handle linked authorizations, and confirm every write-back before telling the patient it is complete.

Identify the exact visit
Keep therapist, location, and visit type
Ask whether the change affects one or more appointments
Prevent duplicate or overlapping slots
Create staff review when the series cannot be changed safely

Keep symptoms and care questions out of automation

Truvoca should not assess pain, mobility, post-treatment symptoms, injury severity, treatment plans, exercise technique, or emergency status. The clinic defines the approved stop phrase, staff destination, timing expectation, and fallback for clinical or urgent language.

No diagnosis or symptom assessment
No treatment or exercise advice
No interpretation of referral or authorization requirements
Named clinical or front-office route
Approved fallback when staff are unavailable

Connect scheduling to the clinic's source of truth

The implementation can read and write only the approved fields in the scheduling, EHR, practice management, CRM, or communications system. Patient matching, referral status, visit type, provider rules, permissions, duplicates, and failed updates must be tested.

Patient and appointment match
Referral or authorization status only when approved
Schedule and provider availability
Confirmation, cancellation, or staff task
Audit-friendly outcome and reconciliation

Review HIPAA, BAA, and communication scope

A physical therapy provider may be a HIPAA covered entity depending on its activities, and a vendor handling PHI on its behalf may be a business associate. Truvoca's exact role, BAA position, data flow, safeguards, retention, recording, voicemail, and patient communication settings need factual and legal review. The public page should not claim HIPAA compliance before that review is complete.

Covered-entity and business-associate analysis
Minimum-necessary administrative data
Access, vendor, retention, and incident controls
Patient communication and confidential-contact preferences
No clinical advice or emergency response

See your workflow in a demo

Bring your evaluation and recurring-visit rules, scheduling system, referral workflow, patient communication requirements, and escalation examples. We will map a physical therapy demo.

FAQ

Can Truvoca schedule physical therapy visits?

It can when patient matching, visit types, therapists, locations, real availability, recurring-series logic, write-back, collision handling, and confirmation are tested.

Can it change one appointment in a recurring plan?

Yes, only when the workflow distinguishes one visit from the full series and preserves the clinic's therapist, location, authorization, and sequencing rules.

Can the agent answer questions about pain or exercises?

No. Symptoms, treatment, exercises, precautions, progress, and clinical recommendations belong with licensed staff under the clinic's reviewed route.

Can it check referral or insurance authorization?

It may state a current administrative status from an approved source, but it should not interpret coverage, guarantee payment, or make clinical or eligibility decisions.

Is Truvoca HIPAA compliant?

No public claim should be made yet. The workflow, entity roles, BAA position, PHI data flow, vendors, safeguards, retention, and contracts require review.

What data does the agent need?

Use the minimum fields required for the approved administrative action. The exact list follows the clinic's identity, access, privacy, and retention review.