For US physical therapy clinics
An AI receptionist for physical therapy that makes the rebooking call, fills the cancelled slot and answers while your hands are busy.
Plan of care · Dana Whitlock · right knee, after surgery · 12 visits, two a week, with Ana Reyes, PT
Visits 6 and 7 · cancelled, never rebookedDay 9 since visit 5
Theo, AIHi Dana, this is Theo, the AI assistant at Sample Street Physical Therapy. Your plan is two visits a week and nothing is booked. Thursday at 4:15 or Friday at 7:00?
DanaWork got busy and I let it slide. Thursday works.
Theo, AIThursday at 4:15 with Ana is yours.
Visit 6 written into the diary: Thursday 4:15 PM, Ana.Reason logged: work schedule.
An example of the mechanism on invented records, not a result. If Dana had said it hurt more, Theo would not have rebooked her: her words would go to Ana as a callback.
Your software flags the patient who is behind and sends a text. Theo has the conversation. Pick a patient, answer as them, and see what Theo does with each answer.
73%of patients missed at least one appointment in a physical therapy care episode. 444,995 patients at 697 clinics of one US provider, in 26 states.
Source: Bhavsar et al., PLOS ONE, 2021. Read 20 September 2026. The study counts a cancelled visit as a missed one.
55%of 200 patients with chronic pain self-discharged from physical therapy.
Source: Balinski et al., JOSPT Open, 2024. Read 20 September 2026. One organization, chronic pain only.
Caseload, sorted by who is furthest behind
Made upDana Whitlock · Cancelled twice, rebooked neither. Nothing on the diary.
Theo, AIHi Dana, this is Theo, the AI assistant at Sample Street Physical Therapy. Your plan with Ana is two visits a week, and there is nothing booked since your last one nine days ago. Ana has Thursday at 4:15 PM or Friday at 7:00 AM. Would either work?
You are Dana. Pick an answer.
Theo rings or texts only a patient whose consent is on the chart, and says it is an AI first. The FCC: “callers must obtain prior express consent from the called party before making a call that utilizes artificial or prerecorded voice simulated or generated through AI technology.” Source: FCC 24-17, released February 8, 2024. Read 20 September 2026. We did not check state calling laws.
The reason codes follow the themes patients gave for not returning after an evaluation: access, improvement, not seeing the value, other medical care, the relationship. Source: Thomas et al., Musculoskeletal Science and Practice, 2025. Read 20 September 2026. 26 interviews, so the themes are used as labels, not as rates.
The front desk finds out at check-in. Theo finds out on the call, rebooks the patient who cancelled, and offers the freed time in the order you set.
15–31%is the range of no-show rates across clinics, states and providers, with a cancelled visit counted as a no-show. 6,023,363 encounters at one US provider.
Source: Bhavsar et al., PLOS ONE, 2021. Read 20 September 2026.
Ana Reyes, PT · Tuesday · 45-minute visits
Made-up diaryThree people could use this time. Pick an order and offer it.
If your software already fills a cancellation from its waitlist, keep it. One vendor’s scheduling page says theirs does: “Smart waitlist automation fills cancellations and open time.” What is left is the call at 7:40: answered, the patient rebooked before she hangs up, and the diary told the time is free. Source: a practice software vendor’s scheduling page. Read 20 September 2026. Other vendors were not checked.
Your software raises the alert. The fax, the second fax and the call to the physician's office are still a person's. Theo prepares each one and keeps the proof. Open a clock.
75%of facilities have added nonclinical staff to keep up with administrative work. A survey of 856 APTA members, self-reported.
Source: APTA, The Impact of Administrative Burden on Physical Therapist Services, 2025. Read 20 September 2026.
The rule, quoted
“Certifications are timely when the initial certification (or certification of a significantly modified plan of care) is dated within 30 calendar days of the initial treatment under that plan.”
Source: CMS, Medicare Benefit Policy Manual, ch. 15 §220.1.3. Read 20 September 2026.
What Theo has prepared
No written order or referral is on file, so the signature itself is needed. The plan of care was faxed on day 2 and day 12 and no signed copy has come back. A third fax and a call sheet for the office are prepared for the front desk.
Fax cover, ready to send
To the office of Dr. Imani Cole (made up). Re: Walter Nguyen, physical therapy plan of care for certification. Third request. First delivered on day 2 of treatment. Please sign, date and return, or tell us who should receive it.
Waiting for a person to press send.
These are Original Medicare Part B rules. Medicare Advantage plans, Medicaid and commercial payers set their own, and we did not check them. Theo counts and prepares. It never writes a progress report, adds a modifier, decides medical necessity or changes a date.
Ring Theo as a patient, or ask as an owner. It books on a made-up diary, refuses what only a therapist may answer, and sends red-flag symptoms to the emergency line.
10%of 6,971 patients scheduled for a first evaluation did not show, and each added day of waiting raised the odds. One orthopedic and sports clinic at an academic medical center.
Source: Briggs et al., Physical Therapy, 2021. Read 20 September 2026.
Theo · AI clinic desk · Sample Street Physical Therapy
Theo, AII'm Theo, an AI. I run the front desk for Sample Street Physical Therapy, a made-up clinic, the way yours would be run. Play a patient and book an evaluation, or say you are Dana Whitlock and you missed two visits. Or ask what I would do for your clinic.
Prefer to talk? and press Call Theo. It is the same conversation. Please do not type real health details: this is a demonstration.
Open times on the diary
Made-up weekHanded to a person
Nothing yet. Ask Theo something only a therapist can answer and watch it land here instead of being answered.
If a vendor tells you their AI sends reminders, you already own that. This is the list we left off the page, and the four things that were left.
Read 20 September 2026 on a vendor scheduling page, a vendor retention page, a second vendor's AI page, a second vendor's scheduling page. We did not check every vendor, so yours may include more or less.
A reminder is a message. Rebooking is a call that offers real times, takes an answer and writes the visit in.
Answered at 7:40, the patient rebooked before she hangs up, and the freed time offered in the order you choose where your software does not already fill it.
The fax to the physician's office prepared, the proof of delivery kept, the call list for the offices that have not signed.
Answered while every therapist has hands on a patient, with the evaluation booked before the call ends.
Keep them. A reminder is a message and a waitlist is a list. Theo is the conversation after the alert: the call or text exchange that offers real times, takes the answer and writes the visit into the diary. We do not sell reminders, visit counters, a scribe, eligibility checks or a home exercise app, because most practice software already includes them.
No, and that is enforced in code before the AI model is reached. Questions about an injury, exercises, medication, recovery time or whether to keep coming get a fixed refusal and the offer of a therapist callback with the patient's exact words. Red-flag symptoms get the emergency number, not a booking.
That depends on your practice software, and we find out before you pay anything. Where the schedule can be connected, Theo offers only times that are free and writes the visit in during the call. Where it cannot, Theo takes the details and your front desk enters them. You see which one applies to you in the demo we build on your own clinic.
A clinic that bills insurance electronically is a covered entity under the federal privacy rule (45 CFR 160.103), so before anything real is connected a business associate agreement is signed with your clinic. Theo reads only the fields each job needs, such as names, numbers, visits and plan of care counts, and does not read clinical notes. We do not claim a compliance certification. The demo on this page uses made-up patients only.
No. It counts and prepares. A person sends the fax to the physician's office, the therapist writes and signs every progress report, and the therapist and your biller decide whether a KX modifier applies. The rules shown are Original Medicare Part B. Medicare Advantage, Medicaid and commercial payers set their own, and we did not check them.
No physical therapy clinic yet. That is why you see it working on your own clinic before you pay anything, and why you can stop at the end of any month.
You see it working on your own clinic first. Then one monthly fee from the published price list, and where the honest answer is a quote it says so.
That is about 882 minutes a month over 21 working days, which fits Pro.
Standard
$499/mo
450 minutes on the phone included, with texts and emails. Paid a year at a time it works out at $374 a month, charged once as $4,491.
ProFits your numbers
$999/mo
1,300 minutes on the phone included, with texts and emails. Paid a year at a time it works out at $749 a month, charged once as $8,991.
Elite
Custom quote
More minutes than the published plans hold, more than one location, or work inside your practice software. Scoped on a call and quoted before anything is built.
What the published plans cover: Theo answering, booking and rebooking by phone and text, written from your own hours, therapists and policies. The plan of care watch, the cancellation fill and the Medicare clock board read your schedule, so they depend on what your practice software lets us connect to. We find that out first, show you the demo on your own clinic, and quote that part rather than guess at it.
No setup fee, no contract and no minimum term. It renews monthly until you stop it, you cancel from the portal or by email without getting on a call, and it runs to the end of the period you have paid for. Every plan and what is inside it.
Finish pass
Ring the number. That's the product answering.
00 · Any time
Our own AI receptionist answers that number, running on our business instead of yours. Theo, in the corner of this page, is the one built for a clinic like yours. Call Theo there and ask to book an evaluation.
Free · 24/7 · Hang up any time
01 · A set time
Rather book than ring? Take an open slot and Michael runs the call himself.
Book a 15-minute call →Prefer email? michael@deeplathe.com — it reaches Michael, not a helpdesk.
Then we build it, show you the finished thing on a call, and you decide. $0 setup · nothing paid until you've seen the work · 30-day money-back from go-live.
It answers the phone, books visits, and handles reschedules, including after six. It also rebooks a dropped plan of care and fills a same-day cancellation.