01
New patients call during treatment hours
Your physios are with patients and the desk is checking someone in. A patient with a sore back calls, gets voicemail, and books the clinic down the street.
For Physiotherapy clinics businesses
Every assessment booked, and every patient through their treatment plan
Perbene answers the calls your front desk misses, books initial assessments into your calendar, rebooks cancellations on the spot and writes to patients who stopped coming before their plan was done, once you approve the message. In English and French.
Where work gets lost
The challenges Physiotherapy clinics businesses face
The expensive moments are usually ordinary: a ringing phone, an unfinished follow-up, an emergency that reaches the wrong person.
02
Patients who stop halfway through their plan
A patient comes for three visits out of eight, feels a bit better, and stops booking. Nobody follows up, and the plan is never finished.
03
Cancellations that leave gaps
A patient cancels the morning of their visit. The physio's hour stays empty because there was no time to rebook them or fill it.
The Perbene difference
Built for Physiotherapy clinics teams
It knows the calls that matter in your trade, keeps the details together and asks you before the important move.
01
Answers new-patient calls, texts, web chats and emails day and night, in English and French
02
Books initial assessments and follow-up visits from your real free times
03
Sends a confirmation and a reminder before every appointment
04
Rebooks a patient who calls to cancel, so the visit moves instead of disappearing
05
Writes to patients who stopped coming or cancelled without rebooking, with the message you approved
06
Answers your Google reviews in your voice and brings the unhappy ones to you first
A day with Perbene
How Physiotherapy clinics businesses use Perbene
Handled / 01
A sore back after work
A caller asks about an assessment at 7 PM. Perbene explains the first visit and its price, and books Wednesday at 8 in the morning.
Handled / 02
A patient who stopped halfway
A patient hasn't been in for six weeks. Your approved message goes out by text, she answers, and Perbene books her next visit.
Handled / 03
A cancellation the same morning
A patient calls to cancel. Perbene offers two other times, rebooks one, and the physio's hour is free again for the next caller.
Handled / 04
A question in French
A patient texts in French to ask about direct billing. Perbene answers in French from your profile and books the visit.
How it works
What happens when a new patient calls at 7 PM
The same steps run on every call and every message, whether the clinic is open or closed.
The call is answered right away
Perbene picks up on your clinic's number, in your clinic's name, and answers in French or English depending on the patient.
It asks what the patient needs
What brings them in, whether it's a first visit, and whether they have questions about direct billing or a referral. The answers come from what you wrote in your clinic's profile.
It books the initial assessment
Perbene reads your calendar, offers times that are actually free, and books the one the patient picks during the call. They get a confirmation and a reminder before the visit.
You find it all in one place
Every call leaves a recording, a transcript and a short summary, attached to that patient. History shows, in plain words, everything Perbene did that day.
Why physio clinics lose patients on the phone
A patient with a stiff neck or a sore knee calls when it hurts, which is rarely when your desk is free. They call at lunch, after work, or between meetings. If the phone rings out, they try the next clinic on the map, and most of them never leave a message.
Your physios are booked with patients, and the person at the desk is checking someone in, processing a payment or answering an insurance question. The phone is the last thing anyone can get to, and it's where new patients arrive.
Perbene answers every call on your clinic's number, explains your initial assessment and its price from what you wrote, and books the patient into a real free time before they hang up.
Patients who stop before their plan is done
A treatment plan only works if the patient keeps coming. Many stop after a few visits: they feel a little better, they get busy, or they cancelled once and never rebooked. Each one is a patient who didn't get the full result, and a calendar with gaps in it.
Perbene can write to those patients for you. One rule covers patients who haven't been in for a number of weeks you choose. Another covers patients who cancelled in the last two months and never booked again. You approve each rule's message once, and nothing goes out before you do.
When a patient answers, Perbene offers real free times from your calendar and books the one they pick. Patients who already have an appointment, who heard from you in the last 60 days, or who are on your do-not-contact list are skipped.
Cancellations, reminders and your reputation
Every appointment gets a confirmation when it's booked and a reminder before it starts, by text or email. When a patient calls to cancel, Perbene offers to move them to another time right away, and the freed hour goes back on your calendar for the next caller.
Bilingual clinics know the problem: the caller starts in French, the person at the desk is more at ease in English. Perbene answers each patient in their language and switches when they do, on the phone, by text, on WhatsApp and by email.
Perbene answers your Google reviews in your voice: a thank you for the good ones, and the unhappy ones come to you first with a suggested reply.
Nothing clinical is decided by Perbene. It books, reminds and answers questions about your services, hours and policies from what you wrote, and passes anything about care to your physios.
Setting Perbene up for your clinic
Setup starts with your website. Perbene reads it and drafts your clinic's profile: your services, your physios, your hours, your prices, direct billing and your cancellation policy. You correct what's wrong and add what's missing, in plain words.
Then you connect a calendar so Perbene can see your real free times, and choose the number patients call: the one you already have, forwarded, or a new one. If your past visits live in your practice software, you can upload them as a CSV export so Perbene knows who stopped coming.
You decide what Perbene does on its own. Answering, booking and reminders can run by themselves from day one, while messages to past patients wait for your approval. Each morning, you get one page on yesterday: who called, who was booked, and what is waiting for you.
When something changes, a new physio, new hours or a new service, you change it in the profile and Perbene uses the new version on the next call.
Perbene, a front desk alone, and an answering service
What happens to a new-patient call at 7 PM, and to the patients who stopped coming.
| What happens | Perbene | Answering service |
|---|---|---|
| New-patient call at 7 PM | Answered and booked into your calendar | A message for your desk to call back |
| Patients who stopped coming | Invited back with the message you approved | Not part of the service |
| Reminders | Confirmation and reminder by text or email | Not part of the service |
| Cancellations | Offers to rebook, the hour goes back on the calendar | A message, if the patient leaves one |
| Language | French or English, the patient's choice | Depends on who is on shift |
| Reviews | Google reviews answered in your voice | Not part of the service |
| What you see afterwards | Recording, transcript and summary on the patient | A message, if it was written down correctly |
| Cost | $99 a month plus $8 per booked appointment, capped at $349 | Usually per minute or per call |
Questions from physio clinics
Can Perbene book into our calendar?
Perbene books into Google Calendar or Cal.com, reading your real free times before it offers any, or into its own calendar if you have none. If your practice software is something else, book a call and we'll look at how to connect it with you.
Can it answer questions about direct billing or referrals?
Yes, from what you wrote in your clinic's profile. If a patient asks something it doesn't know, it takes the details and sends your team a short summary.
How does it know which patients stopped coming?
From your past visits: the ones on your calendar, or a CSV export of your practice software. You choose how many weeks without a visit counts as gone quiet.
Does anything go out without our approval?
Messages to past patients don't. Perbene drafts each one, and nothing is sent until you approve it. Booking and reminders can run on their own.
Does it give medical advice?
No. It books, reminds, and answers questions about your services, prices, hours and policies. Anything about a patient's care goes to your team.
What does it cost a physio clinic?
$99 a month, plus $8 for each appointment Perbene books, and never more than $349 a month, in Canadian dollars. A clinic that gets 20 appointments booked in a month pays $259.
Do we keep our clinic's number?
Yes. Forward the number your patients already call, or connect your own phone account. You can also take a new number from Perbene.
Can patients speak French?
Yes. Perbene answers each patient in French or English, the language they speak, and switches if they do. Spanish works too.
How do we get started?
Start your 14-day free trial, no card needed to start. Perbene reads your website to draft your clinic's profile, you correct it, connect your calendar and choose your number. You can also try the demo first at perbene.ai/demo.
Straightforward pricing
Simple pricing for Physiotherapy clinics businesses
$99 a month, plus $8 for each appointment Perbene books. Never more than $349 a month (CAD).