Physical Therapy Clinic
Physical therapy and rehab clinics
Referrals, plans of care, visits and visit counts for a small therapy clinic.
Use this templatePhysical Therapy Clinic
Run your clinic from one page. Start with Referrals to contact today, check Visits for today's schedule, and watch Plans of care for visits left and recertification dates. Operational tracking only; clinical notes stay in your clinical system.
Dashboard
Handling a referral
Plans of care and visit counts
Front desk daily routine
No-shows and cancellations
At a glance
| Referral | Referring office | Reason | Received | Status | Contact by | Owner |
|---|---|---|---|---|---|---|
| Back referral - Whitlock | Ridgeway Orthopedic Group | Oct 17, 2026 | New | Oct 18, 2026 | @installer | |
| Knee referral - Adeyemi-Park | Lakeshore Family Medicine | Oct 17, 2026 | New | Oct 18, 2026 | @installer | |
| Shoulder referral - Brennan | Northgate Sports Medicine | Oct 14, 2026 | Contacted | Oct 14, 2026 | — | |
| Post-surgical referral - Oduya | Ridgeway Orthopedic Group | Oct 13, 2026 | Intake sent | Oct 16, 2026 | @installer | |
| Neck referral - Castellane | Willowbrook Chiropractic | Oct 15, 2026 | Contacted | Oct 17, 2026 | — | |
| Balance referral - Hargrove | Lakeshore Family Medicine | Oct 9, 2026 | Scheduled | Oct 12, 2026 | — | |
| Hand referral - Pemberton | Northgate Sports Medicine | Oct 4, 2026 | Scheduled | Oct 7, 2026 | — | |
| Knee referral - Mwangi | Ridgeway Orthopedic Group | Sep 28, 2026 | Lost | Oct 1, 2026 | — |
| Referral | Referring office | Reason | Received | Status | Contact by | Owner |
|---|---|---|---|---|---|---|
| Back referral - Whitlock | Ridgeway Orthopedic Group | Oct 17, 2026 | New | Oct 18, 2026 | @installer | |
| Knee referral - Adeyemi-Park | Lakeshore Family Medicine | Oct 17, 2026 | New | Oct 18, 2026 | @installer | |
| Shoulder referral - Brennan | Northgate Sports Medicine | Oct 14, 2026 | Contacted | Oct 14, 2026 | — | |
| Post-surgical referral - Oduya | Ridgeway Orthopedic Group | Oct 13, 2026 | Intake sent | Oct 16, 2026 | @installer | |
| Neck referral - Castellane | Willowbrook Chiropractic | Oct 15, 2026 | Contacted | Oct 17, 2026 | — | |
| Balance referral - Hargrove | Lakeshore Family Medicine | Oct 9, 2026 | Scheduled | Oct 12, 2026 | — | |
| Hand referral - Pemberton | Northgate Sports Medicine | Oct 4, 2026 | Scheduled | Oct 7, 2026 | — | |
| Knee referral - Mwangi | Ridgeway Orthopedic Group | Sep 28, 2026 | Lost | Oct 1, 2026 | — |
| Visit | Plan of care | Therapist | When | Completed on | Visit type | Status |
|---|---|---|---|---|---|---|
| Treatment - Voss | Low back pain - Voss | Hana Ostrowski, DPT | Oct 18, 2:00 PM | — | Checked in | |
| Treatment - Castellanos | Knee replacement rehab - Castellanos | Dewitt Amankwah, DPT | Oct 18, 3:15 PM | — | Scheduled | |
| Re-evaluation - Takahashi | Shoulder impingement - Takahashi | Hana Ostrowski, DPT | Oct 18, 8:30 PM | — | Scheduled | |
| Treatment - Oyelowo | Wrist and hand therapy - Oyelowo | Dewitt Amankwah, DPT | Oct 14, 1:00 PM | — | Scheduled | |
| Treatment - Lindgren | Neck and posture - Lindgren | Dewitt Amankwah, DPT | Oct 16, 6:00 PM | — | Scheduled | |
| Evaluation - Delgado | Ankle sprain - Delgado | Dewitt Amankwah, DPT | Oct 20, 4:00 PM | — | Scheduled | |
| Treatment - Voss (last) | Low back pain - Voss | Hana Ostrowski, DPT | Oct 14, 2:00 PM | Oct 14, 2026 | Completed | |
| Treatment - Castellanos (last) | Knee replacement rehab - Castellanos | Dewitt Amankwah, DPT | Oct 15, 3:15 PM | Oct 15, 2026 | Completed |
Referrals
| Referral | Referring office | Reason | Received | Status | Contact by | Owner |
|---|---|---|---|---|---|---|
| Back referral - Whitlock | Ridgeway Orthopedic Group | Oct 17, 2026 | New | Oct 18, 2026 | @installer | |
| Knee referral - Adeyemi-Park | Lakeshore Family Medicine | Oct 17, 2026 | New | Oct 18, 2026 | @installer | |
| Shoulder referral - Brennan | Northgate Sports Medicine | Oct 14, 2026 | Contacted | Oct 14, 2026 | — | |
| Post-surgical referral - Oduya | Ridgeway Orthopedic Group | Oct 13, 2026 | Intake sent | Oct 16, 2026 | @installer | |
| Neck referral - Castellane | Willowbrook Chiropractic | Oct 15, 2026 | Contacted | Oct 17, 2026 | — | |
| Balance referral - Hargrove | Lakeshore Family Medicine | Oct 9, 2026 | Scheduled | Oct 12, 2026 | — | |
| Hand referral - Pemberton | Northgate Sports Medicine | Oct 4, 2026 | Scheduled | Oct 7, 2026 | — | |
| Knee referral - Mwangi | Ridgeway Orthopedic Group | Sep 28, 2026 | Lost | Oct 1, 2026 | — |
Plans of care
| Plan of care | Patient | Therapist | Status | Visits authorized | Start | Recertify by |
|---|---|---|---|---|---|---|
| Low back pain - Voss | Hendry Voss | Hana Ostrowski, DPT | Active | 18 | Sep 18, 2026 | Nov 1, 2026 |
| Knee replacement rehab - Castellanos | Imani Castellanos | Dewitt Amankwah, DPT | Active | 24 | Sep 3, 2026 | Nov 27, 2026 |
| Shoulder impingement - Takahashi | Ruben Takahashi | Hana Ostrowski, DPT | Recert due | 12 | Aug 19, 2026 | Oct 16, 2026 |
| Wrist and hand therapy - Oyelowo | Philippa Oyelowo | Dewitt Amankwah, DPT | Active | 10 | Sep 27, 2026 | Oct 17, 2026 |
| Hip strengthening - Rutherford | Anselm Rutherford | Hana Ostrowski, DPT | Discharged | 14 | Jun 20, 2026 | Sep 18, 2026 |
| Neck and posture - Lindgren | Teodora Lindgren | Dewitt Amankwah, DPT | Active | 8 | Oct 4, 2026 | Nov 17, 2026 |
| Ankle sprain - Delgado | Saoirse Delgado | Dewitt Amankwah, DPT | Evaluation booked | 6 | Oct 20, 2026 | Dec 17, 2026 |
| Balance program - Ashworth | Kwabena Ashworth | Hana Ostrowski, DPT | Active | 12 | Aug 29, 2026 | Oct 13, 2026 |
Visits
| Visit | Plan of care | Therapist | When | Completed on | Visit type | Status |
|---|---|---|---|---|---|---|
| Treatment - Voss | Low back pain - Voss | Hana Ostrowski, DPT | Oct 18, 2:00 PM | — | Checked in | |
| Treatment - Castellanos | Knee replacement rehab - Castellanos | Dewitt Amankwah, DPT | Oct 18, 3:15 PM | — | Scheduled | |
| Re-evaluation - Takahashi | Shoulder impingement - Takahashi | Hana Ostrowski, DPT | Oct 18, 8:30 PM | — | Scheduled | |
| Treatment - Oyelowo | Wrist and hand therapy - Oyelowo | Dewitt Amankwah, DPT | Oct 14, 1:00 PM | — | Scheduled | |
| Treatment - Lindgren | Neck and posture - Lindgren | Dewitt Amankwah, DPT | Oct 16, 6:00 PM | — | Scheduled | |
| Evaluation - Delgado | Ankle sprain - Delgado | Dewitt Amankwah, DPT | Oct 20, 4:00 PM | — | Scheduled | |
| Treatment - Voss (last) | Low back pain - Voss | Hana Ostrowski, DPT | Oct 14, 2:00 PM | Oct 14, 2026 | Completed | |
| Treatment - Castellanos (last) | Knee replacement rehab - Castellanos | Dewitt Amankwah, DPT | Oct 15, 3:15 PM | Oct 15, 2026 | Completed |
| Referral | Referring office | Reason | Received | Status | Contact by | Owner |
|---|---|---|---|---|---|---|
| Back referral - Whitlock | Ridgeway Orthopedic Group | Oct 17, 2026 | New | Oct 18, 2026 | @installer | |
| Knee referral - Adeyemi-Park | Lakeshore Family Medicine | Oct 17, 2026 | New | Oct 18, 2026 | @installer | |
| Shoulder referral - Brennan | Northgate Sports Medicine | Oct 14, 2026 | Contacted | Oct 14, 2026 | — | |
| Post-surgical referral - Oduya | Ridgeway Orthopedic Group | Oct 13, 2026 | Intake sent | Oct 16, 2026 | @installer | |
| Neck referral - Castellane | Willowbrook Chiropractic | Oct 15, 2026 | Contacted | Oct 17, 2026 | — | |
| Balance referral - Hargrove | Lakeshore Family Medicine | Oct 9, 2026 | Scheduled | Oct 12, 2026 | — | |
| Hand referral - Pemberton | Northgate Sports Medicine | Oct 4, 2026 | Scheduled | Oct 7, 2026 | — | |
| Knee referral - Mwangi | Ridgeway Orthopedic Group | Sep 28, 2026 | Lost | Oct 1, 2026 | — |
| Referral | Referring office | Reason | Received | Status | Contact by | Owner |
|---|---|---|---|---|---|---|
| Back referral - Whitlock | Ridgeway Orthopedic Group | Oct 17, 2026 | New | Oct 18, 2026 | @installer | |
| Knee referral - Adeyemi-Park | Lakeshore Family Medicine | Oct 17, 2026 | New | Oct 18, 2026 | @installer | |
| Shoulder referral - Brennan | Northgate Sports Medicine | Oct 14, 2026 | Contacted | Oct 14, 2026 | — | |
| Post-surgical referral - Oduya | Ridgeway Orthopedic Group | Oct 13, 2026 | Intake sent | Oct 16, 2026 | @installer | |
| Neck referral - Castellane | Willowbrook Chiropractic | Oct 15, 2026 | Contacted | Oct 17, 2026 | — | |
| Balance referral - Hargrove | Lakeshore Family Medicine | Oct 9, 2026 | Scheduled | Oct 12, 2026 | — | |
| Hand referral - Pemberton | Northgate Sports Medicine | Oct 4, 2026 | Scheduled | Oct 7, 2026 | — | |
| Knee referral - Mwangi | Ridgeway Orthopedic Group | Sep 28, 2026 | Lost | Oct 1, 2026 | — |
| Visit | Plan of care | Therapist | When | Completed on | Visit type | Status |
|---|---|---|---|---|---|---|
| Treatment - Voss | Low back pain - Voss | Hana Ostrowski, DPT | Oct 18, 2:00 PM | — | Checked in | |
| Treatment - Castellanos | Knee replacement rehab - Castellanos | Dewitt Amankwah, DPT | Oct 18, 3:15 PM | — | Scheduled | |
| Re-evaluation - Takahashi | Shoulder impingement - Takahashi | Hana Ostrowski, DPT | Oct 18, 8:30 PM | — | Scheduled | |
| Treatment - Oyelowo | Wrist and hand therapy - Oyelowo | Dewitt Amankwah, DPT | Oct 14, 1:00 PM | — | Scheduled | |
| Treatment - Lindgren | Neck and posture - Lindgren | Dewitt Amankwah, DPT | Oct 16, 6:00 PM | — | Scheduled | |
| Evaluation - Delgado | Ankle sprain - Delgado | Dewitt Amankwah, DPT | Oct 20, 4:00 PM | — | Scheduled | |
| Treatment - Voss (last) | Low back pain - Voss | Hana Ostrowski, DPT | Oct 14, 2:00 PM | Oct 14, 2026 | Completed | |
| Treatment - Castellanos (last) | Knee replacement rehab - Castellanos | Dewitt Amankwah, DPT | Oct 15, 3:15 PM | Oct 15, 2026 | Completed |
| Plan of care | Patient | Therapist | Status | Visits authorized | Start | Recertify by |
|---|---|---|---|---|---|---|
| Low back pain - Voss | Hendry Voss | Hana Ostrowski, DPT | Active | 18 | Sep 18, 2026 | Nov 1, 2026 |
| Knee replacement rehab - Castellanos | Imani Castellanos | Dewitt Amankwah, DPT | Active | 24 | Sep 3, 2026 | Nov 27, 2026 |
| Shoulder impingement - Takahashi | Ruben Takahashi | Hana Ostrowski, DPT | Recert due | 12 | Aug 19, 2026 | Oct 16, 2026 |
| Wrist and hand therapy - Oyelowo | Philippa Oyelowo | Dewitt Amankwah, DPT | Active | 10 | Sep 27, 2026 | Oct 17, 2026 |
| Hip strengthening - Rutherford | Anselm Rutherford | Hana Ostrowski, DPT | Discharged | 14 | Jun 20, 2026 | Sep 18, 2026 |
| Neck and posture - Lindgren | Teodora Lindgren | Dewitt Amankwah, DPT | Active | 8 | Oct 4, 2026 | Nov 17, 2026 |
| Ankle sprain - Delgado | Saoirse Delgado | Dewitt Amankwah, DPT | Evaluation booked | 6 | Oct 20, 2026 | Dec 17, 2026 |
| Balance program - Ashworth | Kwabena Ashworth | Hana Ostrowski, DPT | Active | 12 | Aug 29, 2026 | Oct 13, 2026 |
| Patient | Status | Phone | Payer | Primary therapist | Start plan of care | |
|---|---|---|---|---|---|---|
| Hendry Voss | (608) 555-0151 | hendry.v@mailbox-demo.net | Hana Ostrowski, DPT | — | ||
| Imani Castellanos | (608) 555-0152 | imani.c@mailbox-demo.net | Dewitt Amankwah, DPT | — | ||
| Ruben Takahashi | (608) 555-0153 | ruben.t@mailbox-demo.net | Hana Ostrowski, DPT | — | ||
| Philippa Oyelowo | (608) 555-0154 | pippa.o@mailbox-demo.net | Dewitt Amankwah, DPT | — | ||
| Anselm Rutherford | (608) 555-0155 | anselm.r@mailbox-demo.net | Hana Ostrowski, DPT | — | ||
| Teodora Lindgren | (608) 555-0156 | teo.l@mailbox-demo.net | Dewitt Amankwah, DPT | — | ||
| Kwabena Ashworth | (608) 555-0157 | kwabena.a@mailbox-demo.net | Hana Ostrowski, DPT | — | ||
| Saoirse Delgado | (608) 555-0158 | saoirse.d@mailbox-demo.net | Dewitt Amankwah, DPT | — |
| Visit | Plan of care | Therapist | When | Completed on | Visit type | Status |
|---|---|---|---|---|---|---|
| Treatment - Voss | Low back pain - Voss | Hana Ostrowski, DPT | Oct 18, 2:00 PM | — | Checked in | |
| Treatment - Castellanos | Knee replacement rehab - Castellanos | Dewitt Amankwah, DPT | Oct 18, 3:15 PM | — | Scheduled | |
| Re-evaluation - Takahashi | Shoulder impingement - Takahashi | Hana Ostrowski, DPT | Oct 18, 8:30 PM | — | Scheduled | |
| Treatment - Oyelowo | Wrist and hand therapy - Oyelowo | Dewitt Amankwah, DPT | Oct 14, 1:00 PM | — | Scheduled | |
| Treatment - Lindgren | Neck and posture - Lindgren | Dewitt Amankwah, DPT | Oct 16, 6:00 PM | — | Scheduled | |
| Evaluation - Delgado | Ankle sprain - Delgado | Dewitt Amankwah, DPT | Oct 20, 4:00 PM | — | Scheduled | |
| Treatment - Voss (last) | Low back pain - Voss | Hana Ostrowski, DPT | Oct 14, 2:00 PM | Oct 14, 2026 | Completed | |
| Treatment - Castellanos (last) | Knee replacement rehab - Castellanos | Dewitt Amankwah, DPT | Oct 15, 3:15 PM | Oct 15, 2026 | Completed |
Referrals to contact
| Referral | Referring office | Reason | Received | Status | Contact by | Owner |
|---|---|---|---|---|---|---|
| Back referral - Whitlock | Ridgeway Orthopedic Group | Oct 17, 2026 | New | Oct 18, 2026 | @installer | |
| Knee referral - Adeyemi-Park | Lakeshore Family Medicine | Oct 17, 2026 | New | Oct 18, 2026 | @installer | |
| Shoulder referral - Brennan | Northgate Sports Medicine | Oct 14, 2026 | Contacted | Oct 14, 2026 | — | |
| Post-surgical referral - Oduya | Ridgeway Orthopedic Group | Oct 13, 2026 | Intake sent | Oct 16, 2026 | @installer | |
| Neck referral - Castellane | Willowbrook Chiropractic | Oct 15, 2026 | Contacted | Oct 17, 2026 | — | |
| Balance referral - Hargrove | Lakeshore Family Medicine | Oct 9, 2026 | Scheduled | Oct 12, 2026 | — | |
| Hand referral - Pemberton | Northgate Sports Medicine | Oct 4, 2026 | Scheduled | Oct 7, 2026 | — | |
| Knee referral - Mwangi | Ridgeway Orthopedic Group | Sep 28, 2026 | Lost | Oct 1, 2026 | — |
Plans needing attention
| Plan of care | Patient | Therapist | Status | Visits authorized | Start | Recertify by |
|---|---|---|---|---|---|---|
| Low back pain - Voss | Hendry Voss | Hana Ostrowski, DPT | Active | 18 | Sep 18, 2026 | Nov 1, 2026 |
| Knee replacement rehab - Castellanos | Imani Castellanos | Dewitt Amankwah, DPT | Active | 24 | Sep 3, 2026 | Nov 27, 2026 |
| Shoulder impingement - Takahashi | Ruben Takahashi | Hana Ostrowski, DPT | Recert due | 12 | Aug 19, 2026 | Oct 16, 2026 |
| Wrist and hand therapy - Oyelowo | Philippa Oyelowo | Dewitt Amankwah, DPT | Active | 10 | Sep 27, 2026 | Oct 17, 2026 |
| Hip strengthening - Rutherford | Anselm Rutherford | Hana Ostrowski, DPT | Discharged | 14 | Jun 20, 2026 | Sep 18, 2026 |
| Neck and posture - Lindgren | Teodora Lindgren | Dewitt Amankwah, DPT | Active | 8 | Oct 4, 2026 | Nov 17, 2026 |
| Ankle sprain - Delgado | Saoirse Delgado | Dewitt Amankwah, DPT | Evaluation booked | 6 | Oct 20, 2026 | Dec 17, 2026 |
| Balance program - Ashworth | Kwabena Ashworth | Hana Ostrowski, DPT | Active | 12 | Aug 29, 2026 | Oct 13, 2026 |
Fast, friendly follow-up is how referring offices decide to send more patients.
Same day
Log the referral and set Contact by to the next business day.
Call the patient; offer two evaluation times.
Send the intake packet by email before the visit.
If you cannot reach them
Try again the next day, then once more by text.
After three tries over five days, mark the referral Lost and tell the referring office.
Close the loop
When the evaluation is booked, mark the referral Scheduled and start a plan of care.
Every plan has a number of authorized visits and a recertification date. Watch both.
Starting a plan
Open the patient and press Start plan of care.
Enter visits authorized from the payer's approval.
Set Recertify by to the date the payer requires.
Weekly check
Open Plans of care and look at Visits left; reach out when two or fewer remain.
Plans past their recertification date are listed under Overdue.
Closing out
Press Discharge when the goal is met or the patient stops coming.
Morning
Review today's Visits and confirm arrivals
Check referrals marked New
Look at the Overdue list under Plans of care
Through the day
Check patients in as they arrive
Mark no-shows and call them the same day
Close
Mark every visit completed or missed
Book the next visit before each patient leaves
Missed visits cost the patient progress and the clinic revenue.
When someone does not arrive
Mark the visit No-show.
Call within the hour and offer the next opening.
Note the reason on the plan.
Patterns
Two missed visits in a row, tell the primary therapist.
Three in a month, ask about a different time of day or a hold.
Review
Each month, count no-shows from the Visits status chart and discuss at the team meeting.
What's inside
5 tables · 20 views · 1 form · 6 row actions · 1 agent6 pages
- Physical Therapy Clinic
- Dashboard
- Handling a referral
- Plans of care and visit counts
- Front desk daily routine
- No-shows and cancellations
4 tables
- Referrals7 views · 9 sample rows
- Plans of care5 views · 8 sample rows
- Visits7 views · 14 sample rows
- Patients1 view · 9 sample rows
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