AI Receptionist for Physiotherapy Clinics in Canada
Keep your treatment rooms full and your front desk stress-free. Vocatively answers patient calls 24/7, captures initial assessment requests, coordinates WSIB and auto insurance inquiries, and follows up on treatment plans — all PHIPA and PIPEDA compliant with Canadian data residency.
Built for physiotherapy, sports rehab, occupational therapy, and pelvic floor clinics across Ontario and Canada. Practice management system (PMS) integration coming soon.
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How Vocatively Works for Your Physio Clinic
Patient Calls Your Clinic
When your receptionist is busy, away, or the clinic is closed, Vocatively answers instantly with your custom greeting.
AI Handles the Call
Captures appointment requests, answers questions about services, notes WSIB/insurance inquiry types, or takes a detailed message.
Your Team Gets a Secure Summary
A PHIPA-compliant call summary is emailed to up to 4 team members per line. No PHI in the email body.
of physio clinic calls go unanswered during peak hours
average revenue lost per missed new patient call
of patients prefer to book by phone over online portals
call coverage including evenings, weekends, and holidays
Purpose-Built for Physiotherapy Clinics
Vocatively understands the unique workflows of physiotherapy practices — from WSIB inquiry coordination to multi-therapist scheduling to treatment plan compliance.
After-Hours Appointment Requests
Patients recovering from injuries or surgery need flexible access. Vocatively answers calls 24/7 so patients can request initial assessments and follow-ups evenings, weekends, and holidays. Your team confirms appointments from the dashboard.
WSIB & Auto Insurance Intake
Note WSIB workplace injury and MVA motor vehicle accident referral inquiries and deliver structured summaries to your team. Your staff handles all claim details and clinical information directly.
Treatment Plan Follow-Ups
Reduce gaps in care with automated outbound calls to patients due for their next session. Improve treatment compliance, outcomes, and retention across your caseload.
Multi-Therapist Scheduling
Route appointment requests to the right physiotherapist based on specialty, availability, or patient preference. Support PT, OT, massage therapy, and multidisciplinary teams.
Waitlist Management
When a patient cancels, Vocatively contacts your waitlist to fill the slot. Keep your treatment rooms occupied and your therapists productive throughout the day.
New Patient Conversion
Convert phone inquiries into captured appointment requests with instant, professional call handling. Never lose a potential patient to voicemail or a busy signal again.
Fill More Treatment Rooms, Recover More Revenue
Every missed call is a missed appointment. Vocatively ensures your physiotherapy clinic captures every patient inquiry, reduces cancellation gaps, and maximizes therapist utilization.
- Reduce missed calls during peak treatment hours
- Fill cancellation gaps from your waitlist automatically
- Convert after-hours inquiries into captured assessment requests
- Improve treatment plan compliance with follow-up calls
- Free your front desk to focus on in-clinic patient care
Monthly Impact Example
Based on a 3-therapist clinic averaging $100/session. Results vary by practice.
Built for Every Physiotherapy Specialty
Whether you run a sports rehab centre, a post-surgical recovery clinic, or a multidisciplinary practice, Vocatively adapts to your specific workflow and patient population.
Sports Rehabilitation
Handle high call volumes from athletes and active patients. Capture sport-specific assessment requests, manage return-to-play timelines, and coordinate with sports medicine physicians.
Post-Surgical Rehabilitation
Coordinate post-op physiotherapy referrals from surgeons. Capture phased treatment requests and ensure timely follow-up appointment requests are delivered to your team. Your staff collects all surgical and clinical details directly.
Chronic Pain Management
Support patients with ongoing pain conditions who need consistent, long-term treatment. Handle sensitive calls with empathy, capture appointment requests, and route urgent concerns appropriately.
Pediatric Physiotherapy
Capture appointment requests for pediatric patients with parent-friendly call handling. Accommodate school hours, coordinate with pediatricians, and handle developmental milestone assessments.
Occupational Therapy
Support OT departments within multidisciplinary clinics. Capture requests for functional assessments, workplace ergonomic evaluations, and hand therapy appointments.
Pelvic Floor Physiotherapy
Handle sensitive pelvic health inquiries with discretion and professionalism. Capture initial consultation and follow-up session requests for pre/postnatal and pelvic rehabilitation patients.
PHIPA, PIPEDA & HIPAA Compliance for Physiotherapy
Physiotherapists in Ontario are health information custodians under PHIPA. Vocatively is built from the ground up to meet the strictest Canadian and American healthcare privacy requirements. Your patients' data is protected at every step.
- Canadian Data Residency
All data stored in Toronto, Canada (ca-central-1)
- No Raw Transcripts Stored
Call recordings and raw transcripts are never stored
- Hashed Phone Numbers
Caller numbers are HMAC-SHA256 hashed, never stored in plain text
- No PHI in Email Notifications
Email summaries contain only contact info and generic call type
- AES-256 Encryption at Rest
All stored data is encrypted using industry-standard AES-256
- 3-Tier Data Retention
Detailed records anonymized after 90 days; analytics retained for trends
Who We Comply With
PHIPA (Ontario)
Personal Health Information Protection Act — governs health information custodians in Ontario, including physiotherapists, occupational therapists, and massage therapists.
PIPEDA (Canada)
Personal Information Protection and Electronic Documents Act — Canada's federal private-sector privacy law, applicable to physiotherapy clinics across all provinces.
HIPAA (USA)
Health Insurance Portability and Accountability Act — protects patient health information in the United States. Relevant for cross-border physiotherapy practices.
What a Call Sounds Like
Here is a sample conversation between Vocatively and a patient calling your physiotherapy clinic.
Incoming Call
Peak Physio & Rehabilitation, Toronto
Receptionist gone for the day...
AI picks up after 3 rings
Vocatively AI
"Thank you for calling Peak Physio and Rehabilitation. I'm an AI assistant and I'm happy to help. Are you looking to book an appointment, or do you have a question about our services?"
Patient
"Hi, I hurt my knee playing soccer on the weekend. My doctor referred me for physio. I have a WSIB claim."
Vocatively AI
"I'm sorry to hear about your injury. I can help get you started. I'll note that this is a WSIB referral for a knee injury and submit an initial assessment request to our team. Could I get your name and a good callback number?"
Patient
"Sure, it's Mike Thompson at 416-555-1234. Can I come in tomorrow afternoon?"
Vocatively AI
"Thank you, Mike. I've noted this as a WSIB referral for a knee injury. I can see an opening tomorrow at 3:30 PM for a 60-minute initial assessment. Our team will confirm your appointment and collect your WSIB claim details and referring physician information when they call back. Is there anything else I can help with?"
Physiotherapy Terminology Glossary
Common terms used in physiotherapy clinics that Vocatively understands and uses correctly when interacting with your patients and staff.
Range of Motion (ROM)
The full movement potential of a joint, measured in degrees. Physiotherapists assess ROM during initial assessments and track improvements throughout a treatment plan.
Manual Therapy
Hands-on treatment techniques including joint mobilization, soft tissue massage, and manipulation used by physiotherapists to reduce pain, improve mobility, and restore function.
Modalities
Therapeutic tools and technologies used alongside manual therapy, including ultrasound, TENS (transcutaneous electrical nerve stimulation), heat, ice, and laser therapy.
Functional Assessment
An evaluation of a patient's ability to perform daily activities, work tasks, or sport-specific movements. Used to establish baseline function and measure treatment progress.
Discharge Planning
The process of transitioning a patient from active physiotherapy treatment to independent self-management, including home exercise programs and maintenance recommendations.
WSIB Claim
A Workplace Safety and Insurance Board claim filed by Ontario workers injured on the job. Physiotherapy clinics often treat WSIB patients and must follow specific documentation and billing procedures.
Treatment Plan
A structured program of physiotherapy sessions designed to address a patient's specific condition, including frequency, duration, goals, and expected outcomes.
Active Release Technique (ART)
A patented soft tissue treatment method that combines precise touch with specific patient movements to address overused muscles, tendons, ligaments, and nerves.
Initial Assessment
The first appointment with a physiotherapist, involving a comprehensive evaluation of the patient's condition, medical history, functional limitations, and treatment goals.
Home Exercise Program (HEP)
A set of exercises prescribed by a physiotherapist for patients to perform independently between clinic visits to support recovery and maintain treatment gains.
Simple, Transparent Pricing for Physiotherapy Clinics
All plans include a 7-day free trial with no credit card required. Priced in Canadian dollars.
Business
- 1 phone line
- 200 minutes/month
- PHIPA, PIPEDA & HIPAA compliant
- Secure email summaries
Pro
- 3 phone lines
- 500 minutes/month
- Multi-therapist routing
- Up to 4 email recipients per line
Enterprise
- 6 phone lines
- 1,200 minutes/month
- Multi-location support
- Priority onboarding
Overage minutes billed at $0.35 CAD/minute. All prices in Canadian dollars. Practice management system (PMS) integration coming soon.
Frequently Asked Questions
Common questions from physiotherapy clinic owners and practice managers about Vocatively.
Can Vocatively handle physiotherapy appointment requests for multiple therapists?
Yes. Vocatively supports multi-therapist call handling, allowing patients to request initial assessments, follow-up treatment sessions, and specialty appointments across your entire team. Call summaries are delivered securely so your staff can confirm bookings in your clinic management system. Practice management system (PMS) integration is coming soon.
Is Vocatively PHIPA compliant for Ontario physiotherapy clinics?
Yes. Physiotherapists in Ontario are health information custodians under PHIPA. Vocatively stores all data in Canadian data centres (Toronto), does not store raw transcripts or audio recordings, and hashes caller phone numbers with HMAC-SHA256. No protected health information (PHI) is included in email notifications. We are also PIPEDA and HIPAA compliant.
How does Vocatively handle WSIB and auto insurance intake calls?
Vocatively can identify WSIB and MVA referral calls and note the nature of the inquiry. Your staff handles all claim details, referring physician information, and injury specifics directly with the patient.
What happens when a patient calls after hours?
Vocatively answers every call 24/7, including evenings, weekends, and statutory holidays. After-hours callers can request their next treatment session, ask about clinic hours and services, or leave a detailed message. Your team receives a secure call summary by email so nothing is missed when the clinic opens.
Does Vocatively integrate with physiotherapy practice management software?
Direct practice management system (PMS) integration for physiotherapy clinics is on our roadmap and coming soon. Currently, Vocatively delivers structured call summaries to your team so they can update your scheduling system. This approach keeps PHI secure while ensuring no appointment request is lost.
How does the AI handle treatment plan follow-up calls?
Vocatively can be configured to make outbound follow-up calls to patients who are due for their next treatment session. These calls help reduce gaps in treatment plans, improve patient outcomes, and keep your schedule full. The AI uses a professional, empathetic script customized for your clinic.
Can Vocatively manage a cancellation waitlist for my physio clinic?
Yes. When a patient cancels, Vocatively can contact patients on your waitlist to fill the open slot. This reduces lost revenue from last-minute cancellations and keeps your therapists productive throughout the day.
What does the AI say when it answers the phone?
The AI greets callers using your clinic name and a professional script customized for your practice. It identifies itself as an AI assistant, asks how it can help, and handles scheduling, questions about services, insurance inquiries, and message-taking. You have full control over the greeting and conversation flow.
How much does Vocatively cost for a physiotherapy clinic?
Vocatively offers three plans in Canadian dollars: Business at $98 CAD/month (1 phone line, 200 minutes), Pro at $198 CAD/month (3 phone lines, 500 minutes), and Enterprise at $598 CAD/month (6 phone lines, 1,200 minutes). All plans include a 7-day free trial with no credit card required. Overage minutes are billed at $0.35 CAD/minute.
Is patient data stored in Canada?
Yes. All data is stored in Canadian data centres located in Toronto. Vocatively does not store raw call transcripts or audio recordings. Caller phone numbers are hashed using HMAC-SHA256 and never stored in plain text. This meets the data residency requirements of PHIPA, PIPEDA, and provincial privacy legislation.
Can Vocatively handle calls for multiple clinic locations?
Yes. Each phone line can be configured with a unique greeting, script, and team notification list. Multi-location physiotherapy practices can manage all lines from a single Vocatively dashboard, with separate call logs and summaries per location.
How quickly can I set up Vocatively for my physiotherapy clinic?
Most clinics are live within one business day. You sign up, configure your clinic name and greeting, choose a local Canadian phone number, and set your call forwarding. Vocatively provides onboarding support to customize your AI script for physiotherapy-specific workflows including WSIB inquiry handling, treatment scheduling, and new patient conversion.
Ready to Fill More Treatment Rooms?
7-day free trial. No credit card required. PHIPA, PIPEDA, and HIPAA compliant.
Trusted by physiotherapy clinics across Canada. A product of Sirrius Office Inc. operating as Vocatively.