Answer cash-pay rehab inquiries in seconds, and keep following up.
Patients looking for cash-pay or out-of-network rehab often compare several clinics, checking rates, session length, and whether you treat their injury. On your connected channels, ClientCloser replies in seconds with your approved rates, follows up with people who go quiet, and books evaluations under your scheduling rules. Your therapists make every clinical decision.
Built for cash-pay and out-of-network clinics. Practices that bill insurance and need a BAA for inquiry conversations should talk with us first.
Don't let rate questions go unanswered.
- Patients often ask about rates and out-of-network billing first, and may move on if no one replies.
- Evening and weekend inquiries can sit until the next business day.
- Front desk time goes to repeating the same rate and session-length answers.
- Inquiries that go quiet may never get a second message.
Answer the rate question, then help the patient take the next step.
01. Replies in seconds, any hour
Website chat, Instagram and Facebook DMs, WhatsApp, Telegram, SMS, and email get an on-brand reply on the channels you connect.
02. Explains your approved rates and billing
Covers per-visit pricing, package rates, and how superbills work for out-of-network reimbursement, using information your clinic approves. It makes no promises about what a plan will pay and hands off anything it isn't approved to answer.
03. Alerts your team and adjusts its reply
Your clinic sets its own keyword list, such as "chest pain" or "numbness." When a conversation matches, ClientCloser can notify your team by text, email, or Slack, and change its reply, for example by sharing emergency guidance you approve. Keyword matches prompt human review. They are not clinical triage.
04. Books the evaluation
Offers initial evaluation times under your scheduling rules and books the appointment on your calendar.
05. Keeps following up
Prospects who go quiet get polite, spaced-out follow-up, following your cadence and consent rules, until they book or tell you to stop.
From a rate question to a booked evaluation.
Fictional clinic example. The $150 rate, session length, and appointment times are sample values, not a real clinic's quote. Your clinic supplies its own approved rates, answers, and scheduling rules.
ClientCloserIllustrative conversationA keyword match prompts a human to look.
Illustrative. Your clinic sets the keywords, who is alerted, and the message visitors see.
Example staff alert, sent by text: keyword "chest pain" in a new conversation.
Alerts prompt human review. They do not assess symptoms, and matching can miss misspellings, paraphrases, other languages, and unusual wording.
ClientCloserIllustrative conversationQuiet doesn't always mean no.
Illustrative follow-up for a contact eligible to receive these messages. Your clinic sets the timing, approved content, and stopping rules.
ClientCloserIllustrative conversationNo reply
Your therapists make every clinical decision.
ClientCloser handles information and scheduling. It never diagnoses, assesses whether therapy is right for someone, gives exercise or medical advice, or promises recovery results or insurance reimbursement. It only quotes rates and claims you approve, hands off any question it can't answer, and logs every conversation so you can review it.
Choose who gets the message.
During setup, you choose who receives alerts, including after hours, along with your keyword list and the reply visitors receive.
Questions physical therapy clinics ask
No. ClientCloser does not currently offer a Business Associate Agreement (BAA). It handles pre-consultation inquiries and scheduling, and does not collect photos or medical records. If your clinic requires a BAA for inquiry conversations, talk with us before getting started. Cash-pay status alone does not determine whether a BAA is required.
Inquiry conversations and contact data are encrypted in transit and at rest, with role-based access controls and configurable retention. Conversation transcripts are logged so your team can review them. These safeguards do not replace a BAA where one is required.
Only what your team defines, such as the injury or service of interest, contact details, and preferred times. It does not ask for medical history, insurance details, or medical records. If a visitor shares more on their own, it's logged in the transcript and handled under your retention and access settings.
Yes, from the per-visit and package rates you provide during onboarding. It answers only from your approved rates, and you update them when they change.
Yes, in wording your clinic approves. It explains that you provide a superbill patients can submit to their insurer, without making promises about what a specific plan will reimburse.
It can alert your team when a conversation includes keywords your clinic defines, by text, email, or Slack, and it can change its reply to share emergency guidance you approve. This is not clinical triage, and keyword matching can miss unusual wording, misspellings, or other languages.
Yes. It follows the cadence you set, with messages in your clinic's voice, and stops when the person books or opts out.
Your website chat plus Instagram and Facebook DMs, WhatsApp, Telegram, SMS, and email, on the channels you connect.
It tells the patient it will check with the team, captures their question and contact details, and routes the conversation to your staff. It won't guess or invent an answer.
You share your rates, the services you offer, and your scheduling rules once during onboarding. We handle the training, channel connections, and calendar sync, and you approve everything before it goes live.
Yes. You set the rates it can quote, the claims it can't make, and the tone it uses before it goes live, and every transcript is logged for review.
No. It handles after-hours replies, repeated questions, and follow-up so your team can focus on patients in the clinic.
Answer the rate question first.
Reply in seconds, follow up with quiet inquiries, and help people book an evaluation.