Physical Therapy CRM Built for Referral Capture and Patient Retention
Physical therapy practices live on physician referrals and direct-access patient inquiries. Velant captures both, books the eval in under 30 seconds, runs adherence campaigns to keep patients coming to scheduled visits, and ties every discharged patient back to the source that produced them.
Capture every referral. Retain every patient.
Book a walkthrough — see the PT workflow from referral to discharge.
Capture every PT referral and direct-access inquiry
Physical therapy referrals leak in three places: faxed referrals that don't get followed up, direct-access patients who can't reach a human, and post-eval patients who don't return for full plan-of-care. Velant fixes all three: AI Voice Agent answers in 5 seconds, AI Lead Follow-up SMS in 30 seconds, and adherence campaigns keep patients coming.
- AI Voice Agent: every inbound referral call answered in under 5 seconds
- Faxed referral capture + automatic AI outreach to schedule eval
- Direct-access patient SMS follow-up in under 30 seconds
- AI Booking Agent: patients self-schedule evals via SMS or chat
- Closed-loop attribution from referring physician to discharged patient
Built for PT billing and plan-of-care workflows
Velant supports the CPT code set physical therapy practices use — 97161/97162/97163 (initial evaluation), 97110 (therapeutic exercise), 97140 (manual therapy), 97530 (therapeutic activities), 97535 (self-care training), and the full PT/OT code set. Real-time eligibility includes PT benefit and visit-count verification.
- PT CPT codes: 97161, 97162, 97163, 97110, 97140, 97530, 97535
- Plan-of-care templates with visit-count tracking
- Progress note + reassessment workflows tied to visit milestones
- Real-time PT benefit verification (visits remaining, copay, deductible)
- Authorization tracking with payer-specific PT requirements
Adherence campaigns to keep patients coming
The #1 leak in PT revenue is patient drop-off mid-plan-of-care. Velant runs AI-driven adherence campaigns: appointment reminders, missed-visit recovery SMS, between-visit exercise check-ins, and re-engagement after no-shows.
- Appointment reminder SMS 24h + 2h before visit
- Missed-visit recovery: AI SMS within 30 minutes of no-show
- Between-visit exercise check-in to drive home-program adherence
- Mid-plan progress milestone celebration messages
- Post-discharge check-in + return-to-clinic prompts at 6/12 months
Multi-location PT groups + workers' comp / PI workflows
Velant's unlimited-user pricing fits multi-location PT groups. Custom pipelines for workers' compensation cases (employer, adjuster, attorney communication tracking) and personal injury lien workflows.
FAQs
What is physical therapy CRM software?
PT CRM software handles referral capture (physician + direct-access), eval scheduling, plan-of-care management, adherence campaigns, and outcomes tracking. Velant is the all-in-one PT CRM with AI Voice Agent, AI Booking Agent, integrated cloud telephony, and built-in EHR + billing.
Can Velant integrate with PT EHRs like WebPT, TheraOffice, or Raintree?
Velant handles the entire pre-eval and adherence workflow: referral capture, AI follow-up, eval scheduling, benefit verification, attribution. Once the patient is in active treatment, the record can push into your clinical EHR for SOAP notes. Many PT practices consolidate onto Velant's built-in EHR.
Does Velant verify PT insurance benefits and visit counts?
Yes. Velant's real-time eligibility verification (270/271) covers PT benefits including visits remaining, visit copay, deductible status, and any preauthorization requirements.
How does Velant handle workers' comp PT cases?
Velant tracks workers' comp cases with employer, adjuster, and attorney communication threads, authorization tracking, visit-count progress, and case settlement status. Custom pipeline stages for new injury → eval → treatment → MMI → discharge.
How much does Velant cost for a PT practice?
Velant Core is $99/mo unlimited users. AI Advanced ($499/mo) adds AI Voice Agent + AI Booking Agent. Plus usage. A typical PT practice runs $200–$500/month total.
Is Velant HIPAA-compliant for physical therapy?
Yes. Velant is built for HIPAA-aligned workflows with BAA available, role-based access, audit logs, encrypted communications, and TCPA-aware messaging.