Run your practice better
Free guides built for physiotherapists in India.
No jargon, no fluff. Just practical tools.
Last updated: May 2026
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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 booking confirmation email is enough.
Respond quickly to cancellations
When a patient cancels, send a short reply through the BookPhysio.in inbox or by email within an hour.
Patients who cancel last minute often rebook if you make the next step easy.
For no-shows: check in, do not chase
If a patient does not arrive within 10 to 15 minutes, send one brief message or give them a quick call.
Keep it warm. Most no-shows are accidental mix-ups, not decisions.
Keep a short waitlist of patients who 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, confirm the address and an approximate arrival window the day before to ensure a smooth session.
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 statutory threshold.
Consult your chartered accountant for advice specific to your practice.
Patient communication tips
Small communication habits that make a big difference to patient satisfaction and retention.
Confirm within an hour
Send a confirmation by email or through the BookPhysio.in inbox within 60 minutes of a booking.
Patients who hear back quickly feel valued and are far less likely to cancel.
Call if they are late
If a patient has not arrived 10 minutes after their start time, give them a quick call.
Most of the time it is traffic or transit delay, and a warm call puts them at ease.
Follow up after the session
A short follow-up by email 48 hours later asking how they feel reinforces their home exercise plan.
This simple continuity of care builds lasting trust and brings patients back for follow-ups.
Getting the most from your profile
A complete profile gives patients what they need to choose you. Here is what to focus on.
Add a clear photo
Profiles with a photo get more views and booking requests.
A clear, well-lit professional headshot is all you need.
Write a short bio
Two or three sentences highlighting your clinical experience and focus areas.
Patients look for warmth, clarity, and relevant expertise before booking.
List all your specialties
Include every condition and treatment approach you practice.
Patients search directly by condition, so adding more specialties increases discovery.
Enable home visits if you offer them
Home visit providers get an extra badge and appear in dedicated filters.
Set your travel radius so you only receive requests within your range.
Growing your practice
A few things worth getting right on your BookPhysio.in profile and in your follow-up.
• 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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