Marketing Built for Rehab & PT
Websites and intake systems for physical therapy, occupational, speech, sports and neurological rehab — built around referral capture, benefit verification and a plan of care that runs for weeks rather than a single appointment.
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Rehabilitation & Physical Therapy
Typical client results
Performance trend
CompoundingThe problems that keep coming up
Four things we hear on almost every first call in this sector. If two or more sound familiar, the fix is usually structural rather than a bigger budget.
The fax arrives, benefits get verified, an authorisation may be needed, and the callback happens tomorrow. Meanwhile the surgeon handed the patient three clinic names, and whichever one answered the phone and offered Thursday at five has already booked the evaluation. None of that loss is visible in the EMR, because your copy of the referral is still marked pending.
Direct access exists in some form in every state, always with limits. In Texas a therapist holding a doctorate or the required continuing competence hours can evaluate and treat for ten consecutive business days before a referral is needed to continue. Patients do not know this, so they wait three weeks for a primary care appointment to be told what they already suspected. Almost no clinic site explains the rule.
An orthopaedic group adds therapy in its own building, or a hospital system buys the practice that sent you a third of your volume, and a referral pattern built over ten years ends inside a quarter. More liaison visits will not reverse that decision. The only channel that survives it is the one where the patient finds you directly.
Eighteen visits are authorised and the patient attends four. The copay was a surprise, the drive is twenty minutes each way, the home programme was a photocopied sheet, and Thursday got difficult. Outcome scores, referrer confidence and revenue per case all rest on attendance, and attendance is decided by things that happen nowhere near the treatment table.
A benefit check quoted in November stops being true on the first of January, and a patient halfway through a plan of care suddenly owes the full contracted rate per visit. They find this out at the front desk, from somebody who did not set the price, and a fair number of them quietly stop coming. In the notes it reads as a clinical discharge. It is not.
Plenty of patients never open Google. They use the find-a-provider tool inside their insurance portal and choose from that list. If the address there is your old suite number, or a therapist who left three years ago is still attached to the location, or the NPI record and the CAQH profile disagree, you lose bookings that leave no trace in any analytics account.
How We Fix It for Rehab & PT
Four moves, in this order. The sequence matters more than any individual tactic.
We Build Around the EMR
Prompt and Jane expose APIs, so the site can hold a real slot. WebPT, Raintree and Net Health mostly do not open the schedule to a website, so we build a structured request that carries everything intake needs and gets entered once. Nobody at your front desk retypes anything twice.
Health Pages Need Careful Tracking
A rehab site publishes diagnosis-level intent on every page. We set up server-side measurement, keep third-party pixels off condition URLs, sign a BAA where one is required, and configure ad accounts so a campaign is not disapproved a fortnight after it launches.
Referral and Direct Demand Are Two Businesses
The physician channel and the self-referral channel need different pages, different follow-up and separate reporting. We build both and report them apart, so you can see the quarter a referring group goes quiet while direct bookings hold.
Sixteen Years, 3,000-Plus Businesses
We have built for the single DPT who left a hospital system, the five-clinic group with a central intake team, and the paediatric practice whose problem is a waitlist rather than demand. Those are three different sites and three different funnels.
Published Pricing, 30-Day Terms
Our starting price is published, terms are thirty days and there is no long lock-in. We ask clinics to give patients a cost estimate in writing before the first visit, so we state our own starting figure before you ask for a proposal.
Services That Work for Rehab & PT
The channel mix we usually recommend in this vertical.
Everything a rehab & pt business needs, under one team
Website solutions
- An insurance page naming the plans you are contracted with — BCBS Texas, Aetna, UnitedHealthcare, Cigna, TRICARE, Medicare, Medicaid and the workers' comp networks — with the self-pay rate stated plainly underneath
- Booking that offers a recurring slot series, two or three times a week for six weeks, instead of one appointment nobody can build a plan of care around
- A page per condition and post-op protocol: ACL reconstruction, rotator cuff repair, total knee, lumbar fusion, vestibular, pelvic health, lymphoedema, stroke and Parkinson's
- Therapist profiles carrying the credentials patients and referrers actually search — DPT, OCS, SCS, NCS, CHT, pelvic health, LSVT BIG and LOUD, dry needling
- A referring-provider section with the fax line, a secure upload, plan-of-care templates and the progress reporting an ortho front desk keeps asking for
- Direct access written out honestly for your state: what a therapist may do without a referral, for how long, and what has to happen after that
Lead generation
- Search campaigns built on the condition and the operation — sciatica, frozen shoulder, post-ACL, vertigo, incontinence, plantar fasciitis — because nobody types 'outpatient rehabilitation'
- Self-referral funnels aimed at people who do not know direct access exists, ending at a booked screening rather than a contact form
- Benefit-check requests that capture carrier, member ID, group number, referring provider and date of surgery, so verification starts before the callback
- Physician liaison material per protocol — printed and digital — so the rep leaving an ortho or neurology office leaves something the front desk actually keeps
- Workers' compensation and personal injury intake on its own path, capturing claim number, date of injury, employer, adjuster, network and attorney
- Call tracking split by clinic, service line and referral source, since one number across four locations tells you nothing about which liaison visit worked
Marketing
- Local SEO per clinic, because a catchment for three visits a week is roughly a fifteen-minute drive and not a metro area
- Content pitched at the real search moment — what to bring to the first visit, how long after a total knee, is this level of soreness normal
- Provider directory accuracy across payer find-a-provider tools, CAQH ProView, NPI records and Google Business Profile, where a stale address costs referrals that never appear in analytics
- Generative engine optimisation, because someone asking an assistant for a pelvic health or vestibular therapist gets three clinic names and no link to click
- Review requests timed to discharge rather than to the evaluation, with replies written so they never confirm that a named person was ever a patient
Social media
- Progression and exercise video shot in your own clinic, which is the content this trade already films on a phone every week
- Return-to-sport and post-op milestone stories published only against a signed HIPAA authorisation, logged before anything goes up — not a verbal yes at the desk
- Recruitment content aimed at DPTs, PTAs, COTAs and SLPs, because in most markets the ceiling is staffing rather than demand
- Local sports presence — high school teams, running clubs, race medical tents — which is where sports rehab referrals genuinely start
- Comment and message handling with one rule the whole team follows: no clinical advice in a public thread, move it to a call
CRM & GoHighLevel
- GoHighLevel pipelines matching the real stages — referral received, benefits verified, authorisation obtained, evaluation booked, plan of care active, discharged
- Referral source recorded on every record, whether physician, adjuster, attorney, school district or self-referral, and reported back to whoever visits those offices
- Two-way texting from the clinic number, because a patient who cannot make Thursday will text and will never ring
- Authorised visit counts held on the record, so the front desk sees the last approved visit coming rather than discovering it at check-in
- Discharged patients kept in the database by body region and condition instead of archived, since a back is rarely a one-time case
Automation
- Missed-call text-back on the intake line, which rings out through the whole morning treatment block
- Benefit verification triggered the moment a referral arrives, ending in a written per-visit estimate sent to the patient before the evaluation
- Cancellation and no-show recovery that offers the next real opening in the schedule instead of asking the patient to call back
- Recertification prompts ahead of the Medicare ninety-day window, raised for the treating therapist and the referring physician at the same time
- Attendance nudges timed to the visits in a plan where people actually stop coming, not sent on a generic weekly cycle
- Reactivation at six and twelve months by body region, plus a January prompt to every patient whose deductible has just reset
E-commerce
- Cash-pay and out-of-network packages sold online — evaluations, visit blocks, dry needling, recovery sessions — with HSA and FSA cards accepted at checkout
- Maintenance and performance memberships billed monthly after discharge, for the patient whose plan of care has ended but who still needs coaching
- Braces, bands, home exercise equipment and orthotics sold with clinic pickup, so the item leaves with the patient rather than as a recommendation
- Gait analysis, return-to-sport testing and screening appointments bought as fixed-price services without an insurance conversation
- Home programme subscriptions delivered through Medbridge or Physitrack instead of a photocopied sheet that lives in a glovebox
Features this sector actually needs
Recurring Slot Booking
The patient books a series — Tuesday and Thursday at five for six weeks — against a real therapist's caseload. A plan of care is not one appointment, and a booking widget that offers one is why the front desk still makes every call.
Benefit Check Before Visit One
Carrier, member ID, group number, referring provider and surgery date captured on the form, verification run through Availity, and a written per-visit estimate sent before the evaluation. The money conversation happens once, in writing, not at the desk on week three.
Referral Intake That Is Not a Fax Tray
A secure upload and structured form for referring offices, with the fax line still working for the ones that will never change. Everything lands in one timestamped queue, so a referral sitting untouched for a day is visible to somebody.
Condition and Protocol Pages
One page per thing people actually search: ACL reconstruction, rotator cuff repair, total knee, vestibular rehab, pelvic floor, lymphoedema, post-stroke and LSVT for Parkinson's — written for the patient or the spouse doing the searching.
Credential-Led Therapist Profiles
OCS, SCS, NCS, CHT, pelvic health certification, LSVT BIG and LOUD, dry needling. Referrers and informed patients search those exact terms, and a page that only says 'our team' matches none of them.
Workers' Comp and Injury Intake
A separate path capturing claim number, date of injury, employer, adjuster, network and attorney or letter of protection, routed to whoever handles that billing rather than into the same inbox as a self-pay enquiry.
Referral Source on Every Booking
Each evaluation tagged to a physician, practice, adjuster, school district or self-referral, then reported per office. Liaison work stops being a relationship you hope is working and becomes a number per clinic per month.
Tracking That Leaks No Diagnosis
Condition pages carry no third-party pixel that would ship a URL naming someone's incontinence or stroke to an ad platform. Measurement runs server-side, in line with the OCR guidance on online tracking and the health rules inside the ad platforms themselves.
The systems this sector already runs on. We wire the site into them rather than asking you to change how the business works.
- WebPT
- Prompt EMR
- Raintree Systems
- Net Health
- Jane App
- SimplePractice
- Availity
- Medbridge
- Luma Health
- Waystar
Services for Rehabilitation & Physical Therapy — Starting From $200
Starting prices are based on basic project requirements. Final pricing depends on scope, features, integrations, number of pages, functionality and specific business requirements.
Any question in your mind?
The questions we get asked most, answered without the sales gloss. If yours is not here, ask us directly — you will get a straight answer either way.
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Send us your site and current channels. You will get a written read on what is working, what is leaking, and what we would prioritise first — before any proposal.
- Free 15-minute review of your current setup
- Honest answer on whether we are the right fit
- No obligation and no follow-up sequence
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Grow your Rehab & PT business
Websites and intake systems for physical therapy, occupational, speech, sports and neurological rehab — built around referral capture, benefit verification and a plan of care that runs for weeks rather than a single appointment.