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Today’s Appointments
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Active Patients
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Total Revenue
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Total Expenses
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Cancelled Today
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No-Shows Today
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Today’s Schedule
Appointments scheduled for today — click any row to open the full calendar.
No active appointments scheduled for today.
Workspace shortcuts
Open what you need quickly. Detailed clinical notes, HEPs and outcome records now stay inside their own sections.
| Patient | DOB / Age | Phone | Presenting Complaint | Appointment Date | Assigned Therapist | Status | Actions |
|---|
Your Patient Intake Link
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Share this link — patients submit their complaint, you review, invoice and book them in.
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May 2026
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SOAP Documentation Helper
Optional template for consistent subjective, objective, assessment and plan notes
This helper only fills empty SOAP fields with a structured template. It does not save anything until you click Save SOAP Note.
Choose the session type on the right. Initial Assessment shows the full clinical form; Follow Up uses a shorter note.
S
Subjective
Patient's reported symptoms
O
Objective
Clinical findings & measurements
A
Assessment
Clinical reasoning & diagnosis
P
Plan
Next steps, progression & review plan
Episode / Main Complaint
Captured mainly during Initial Assessment and used as the baseline for follow-ups
Case / Episode Title
Body Region
Side
Pain Location Notes
Vitals
Optional — record baseline observations for this session
Temperature (°C)
Blood Pressure (mmHg)
Heart Rate (bpm)
Respiratory Rate (breaths/min)
SpO₂ (%)
Waist Circumference (cm)
Height (cm)
Weight (kg)
BMI (kg/m²)
BSA (m²)
Specialty Modules
Attach extra assessment fields for this session (lymphatic, oncology, pelvic health, etc.) — optional, on top of the standard SOAP note
Lab Reports & Imaging
Reference existing documents, upload new ones, or scan a document to auto-fill Subjective notes
Uploaded documents are timestamped automatically.
Select a patient to view documents.
Diagnosis, Neuro Screen & Special Tests
Structured clinical fields are embedded into the SOAP note and notes metadata
Primary Working Diagnosis
Contributing Factors
Stage / Irritability
Clinical Prognosis
Expected Sessions
Return to Work Target
Return to Sport Target
Neurological Screen
Special Tests
Pain Location / Body Chart Notes
Safety Screening
Record red-flag checks for this specific SOAP note
Structured Red Flag Screen — tick any finding that is present
Cauda Equina Syndrome (CES)
If any are present: treat as an emergency. Same-day A&E referral for urgent MRI. Do not proceed with physiotherapy today.
Cervical Myelopathy
If any are present: urgent referral for specialist/MRI assessment is indicated. Avoid high-velocity manual techniques.
Vascular Red Flags
If any are present: treat as a medical emergency. Call emergency services or refer immediately. Do not proceed with treatment, especially cervical manipulation/mobilisation.
Systemic Red Flags
If any are present: correlate with the clinical picture and refer for medical work-up (bloods/imaging) before continuing physiotherapy as first-line management.
Red Flags / Contraindications
Yellow Flags / Psychosocial Factors
Safety Clinical Decision
Range of Motion Measurements
General ROM · degrees (°)
Values are compared against evidence-based normal ranges. Click Set WNL on a row to record it as within normal limits in one click.
| Movement | Active (L) | Active (R) | Passive (L) | Passive (R) | Pain (L) | Pain (R) |
|---|---|---|---|---|---|---|
| Flexion | ||||||
| Extension | ||||||
| Lat. Flexion | ||||||
| Rotation |
Muscle Charting · Manual Muscle Testing
Document left-to-right strength grades for the selected body region. Saved automatically with this SOAP session.
General strength screen
| Movement | Primary muscle group | Left | Right | Clinical note |
|---|
Outcome Measures
Saved automatically with SOAP note
ℹ️ Fill in the scores below. They will be saved and plotted on the Outcome Measures charts automatically.
PSFS: Patient-Specific Functional Scale
Activity 1 Description
Activity 2 Description
Activity 3 Description
PSFS Average (auto)
MCID: about 2 points.
Other Validated Scales
Örebro Score /100
Risk guidance appears here.
ODI Score /50
Disability band appears here.
NDI Score /50
Disability band appears here.
DASH Score /100
0 = no disability, 100 = severe disability.
LEFS Score /80
Higher score = better function.
Berg Balance Scale /56
Fall-risk band appears here.
SPADI Score /100
Higher score = greater pain/disability.
Timed Up and Go (TUG) seconds
Mobility/fall-risk guidance appears here.
Custom Outcome Measure
Not on a standard scale? Name it, score it — it'll be tracked over time the same way as the others.
Home Exercise Programme (HEP)
Build, review and attach the patient-facing exercise programme directly inside this SOAP note.
Initial Assessment: create the first HEP and attach it before saving.
Follow Up / Review: load the latest HEP, adjust it, then attach again.
Privacy: only this HEP is sent to the patient, not the full SOAP note.
Patient-facing Home Exercise Programme attached to this SOAP note
VAS Pain Score
No Pain
Session Info
Patient
Session Date & Time
Recorded automatically when the SOAP note is saved.
Session Number
Session number is assigned automatically from this patient’s SOAP history.
Session Type
Condition Template (optional)
Adds condition-specific prompts on top of the session-type template. Draft content -- edit freely.
Duration
Next Session Date
Selecting a date will automatically book the next appointment after saving this SOAP note.
Next Appointment Time
Next Appointment Type
Treatment Record
What was done todayTreatment is now saved separately from Plan. Use Plan only for next visit, progression, referral, review, or discharge planning.
Manual Therapy / Hands-on Treatment
Exercise Therapy / Rehab
Record exercise names only. Keep dosage and full patient instructions inside the HEP Builder.
Education / Advice
Modalities / Other
Patient Response After Treatment
Treatment Goals
Short & long termSMART Short-term Goal (1–4 weeks)
SMART Long-term / Discharge Goal
Patient
AI Scribe
Not recording
Recording requires the patient's verbal consent, confirmed below, before you start. Audio is deleted once you save the reviewed note.
HEP
Select a patient to prepare a programme
HEP Programme Builder
Patient-facing exercise prescription
Build a clear Home Exercise Programme for follow-up, review, discharge, neuro rehab, cardiorespiratory rehab, and musculoskeletal rehab. Only the exercise programme is shared with the patient — your clinical notes stay private.
Exercise Name
Body Area / Rehab Focus
Sets
Reps / Time
Hold / Rest
Frequency
Image #
Matches a file named imageN.jpg in the hep-exercise-images storage bucket
Instruction / Technique
Precaution / Stop Rule
Progression / Regression
Therapist Note to Patient
No HEP exercise added yet. Choose a preset or type a custom exercise, then click “Add Exercise to HEP”.
Patient-facing HEP Preview
No HEP programme prepared yet.
Saved HEP Programmes
Select a patient to view saved HEP programmes.
PT
Select a patient above to view their exercise adherence
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Last 7 Days
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Avg. Feeling
🏃
No adherence data yet
Select a patient above. Adherence entries appear here once they start marking exercises as done on their home programme link.
PT
Select a patient above to view progress
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Pain Change
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ROM Gain
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Latest VAS
VAS Pain Score (0–10)
Lower = Better
ROM Progress (°)
Higher = Better
PSFS Scores (0–10)
Higher = Better
Örebro / ODI / NDI / DASH / SPADI
Lower = Better
Berg Balance Scale (0–56)
Higher = Better
Timed Up and Go (seconds)
Lower = Better
Pelvic Health (PFDI-20 / PFIQ-7 / ICIQ-UI SF)
Lower = Better
Session Comparison Table
All recorded sessions for selected patient
| Session | Date | Type | VAS Pain | PSFS Avg | ODI | NDI | Örebro | DASH | LEFS | BBS | SPADI | TUG (s) | Trend |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Select a patient to view session comparison. | |||||||||||||
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Total This Month
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Outstanding
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Collected
| Invoice # | Patient | Date | Service | Amount | Status | Actions |
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| No invoices yet. | ||||||
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Select a month to generate the report
Conditions Treated
This Month
Patients by Gender
This Month
Patients by Age Group
This Month
Revenue: Invoiced vs Collected
By Week
Appointments by Status
By Week
4-Month Trend
Revenue & Sessions
Patient Drop-off / Re-engagement
Active patients with no session in 21+ days
| Patient | Last Seen | Days Since | Phone |
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Conditions Treated — Ranking
—| # | Condition | Sessions | % of Total |
|---|---|---|---|
| Select a month above to generate the report. | |||
Patient Improvement This Month
Patients with 2+ recorded sessions in the selected month| Patient | Sessions | First VAS | Latest VAS | Change |
|---|---|---|---|---|
| Select a month above to generate the report. | ||||
Sessions by Therapist
Session counts only — invoices aren't yet attributed to a therapist| Therapist | Sessions | % of Total |
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| Select a month above to generate the report. | ||
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Active Staff
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Pending Invites
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Your Role
Team Members
Roles are applied from clinic_members. Login stays the same for everybody.
| Staff | Role | Job Title | Status | Joined | Actions |
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| Loading staff… | |||||
Pending Invites
Invite appears here until the staff member signs up and accepts access.
| Name | Role | Status | Invited | Actions | |
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| No pending invites loaded. | |||||
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On Payroll
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Pending Leave
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Draft Payroll Runs
Staff Payroll Profiles
Salary, pay frequency and bank details used to generate payroll runs
| Staff | Salary | Frequency | Type | Bank | Status | Actions |
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| Loading payroll profiles… | ||||||
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Revenue (Collected)
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Expenses
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Net (This Month)
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Outstanding (All-time)
Revenue vs Expenses — Last 6 Months
Expenses
Rent, utilities, supplies, equipment and other clinic costs
| Date | Category | Description | Vendor | Amount | Actions |
|---|---|---|---|---|---|
| Loading expenses… | |||||
Your Referral Link
Share this link with other clinic owners. When they sign up through it and become a paying clinic, you start earning 10% of their subscription every billing cycle for 12 months.
Referral code: — Customize
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Total Earned
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Available to Withdraw
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Pending Withdrawal
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Clinics Referred
Your Referrals
Status and earnings per referred clinic
| Clinic | Status | Signed Up | Earnings Window Ends | Earned |
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| Loading referrals… | ||||
Withdrawal History
| Requested | Amount | Status | Paid |
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| No withdrawal requests yet. | |||
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Recent Events
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Today
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Active Users
Application Activity
Patient, appointment, SOAP, invoice, settings and staff changes are recorded here.
| Time | User | Action | Module | Summary | Details |
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| Open Audit Log to load activity. | |||||
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Recent Attempts
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Successful
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Failed
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Retries
Delivery Attempts
Failed requests can be retried after the workflow or email credential is fixed.
| Time | Event | Status | HTTP | Retries | Message | Action |
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| Open Webhook Logs to load activity. | ||||||
Admin Profile
Admin First Name
Admin Last Name
Admin Email
App
Add to Home Screen
Open PhysioFlow like an app on this device, with one tap.
Export Your Data
Download a complete copy of your clinic's data as a ZIP file — one CSV per table, covering patients, appointments, clinical notes, invoices, and more. This is your data; you can take a full copy of it at any time, no matter what.
Include system & audit logs
Adds internal activity logs (audit trail, automation, notifications) alongside your clinical and business data.
Current Access
Signed in user
Role and email will appear after login
Manage your clinic team, invitations and staff access from the Staff Management section.
Clinic Details
Clinic Name
Clinic Email
Clinic Phone
Clinic Website
HEFAMAA Registration Number (optional)
Clinic Currency
This currency controls invoices, dashboard totals, patient invoices, and n8n invoice payloads.
Currency Symbol
Currency Name
Clinic Address
Timezone
All appointment dates, calendars and "today" views for this clinic are calculated in this timezone, so booking stays consistent no matter which device or location staff sign in from.
Date Format
Invoice Payment Details
These details are sent to n8n and shown on invoice emails/WhatsApp messages so each clinic can use its own bank/account details.
Account Name
Bank Name
Account Number
Sort Code / Routing / IBAN
Payment Link
Extra Payment Instructions
WhatsApp Messages
When staff click "Send WhatsApp" on a patient's page, these are the starting messages they'll see — they can always change the wording before it's sent. Write them the way you'd naturally text a patient. Anywhere you type [Patient Name], [Clinic Name], or [Last Visit Date], we'll automatically swap in the real details for that patient.
🎂 Birthday Message
📅 When a Patient Misses Their Appointment
🔁 Following Up With a Patient Who Hasn't Visited in a While
👋 Just Checking In
Organization & Clinics
Running one clinic. If you're opening a second location, set it up as a linked clinic under one organization — you'll be able to switch between them, staff stay scoped to their own branch.
SOAP Specialty Modules
Enable extra assessment fields for your clinic's specialties. Once enabled here, therapists can attach one or more of these modules to any individual SOAP note (in addition to the standard note). This doesn't affect clinics that don't enable them.
Custom Modules
Build your own module with your own fields — same behavior as Lymphatic/Pelvic once created (attaches to a SOAP note, groups into collapsible sections, works with Copy from Last Visit). Make it just for yourself, or share it across the whole clinic.
Outcome Measure Reminders
A gentle reminder only — nothing is blocked or enforced. When a patient goes this many sessions without a repeat score for an outcome measure they've been tracked on (ODI, LEFS, Pelvic Health, etc.), a banner appears on their SOAP note and Outcome Measures page.
Remind after this many sessions
PhysioFlow Connect
These details are used on patient-facing invoice pages and appointment confirmations sent through PhysioFlow Connect.
💡 The bank details below are specifically for patient-facing Connect invoices. They can differ from your general invoice payment details in Clinic Details above — for example, if you use a separate account for telerehab payments.
Contact Email for Patient Communications
Patients reply to this address. Used in all Connect emails.
Consultation Fees
Initial Consultation Fee
Follow-up Consultation Fee
Bank Details for Patient Invoice
Bank
This is where your PhysioFlow Connect earnings get paid out to.
Account Name
Account Number
Virtual Consultation
Meeting Link
Google Meet, Zoom, or any video link. Sent to patient in their appointment confirmation.
Directory Listing
Controls how you appear on PhysioFlow's public "Find a Physio" directory. Fix these here if anything was set incorrectly during signup.
When off, patients cannot find or book you through "Find a Physio" — everything else in your account stays exactly the same.
Ways patients can see you
Specialties
If nothing else fits, leave only "General Practice / All Specialties" checked.
Automation & Webhooks
These webhook URLs are auto-generated for your clinic. The clinic ID is passed in the payload body, not in the URL path. No setup needed, but you can replace any URL below if you'd rather use your own n8n instance.
Your Clinic ID
This is passed in each webhook payload as
clinic_id so n8n can route emails correctly.SOAP Webhook URL
Invoice Webhook URL
Used when a new invoice is created or manually sent.
Receipt Webhook URL
Used when an invoice is marked as paid to send a payment received message/receipt.
PDF Webhook URL
Used by Send PDF. If invoice is unpaid it sends an invoice PDF request; if paid it sends a receipt PDF request.
Appointment Webhook URL
Admin Alert Webhook URL
Reminder Webhook URL
Notification Preferences
Appointment Reminders
Send email reminder before appointments
SOAP Summary Email
Send session summary email to patient
Invoice Notifications
Send invoice email to patient
Appointment Confirmation
Confirm booking by email
Admin Alerts
Notify admin of key system events
Reminder Hours Before Appointment
Loading SOAP notes…