The Physiotherapy Clinic Management System Web App brings 27 connected modules into a single Google Apps Script application backed by your own Google Sheet. It surfaces 14 dashboard KPIs, records SOAP session notes with pre and post pain scores, charts range-of-motion and outcome-measure progress over a course of treatment, and automatically deducts session credits from patient packages when an invoice is raised. Setup takes roughly 10 minutes and needs no coding Physiotherapy Clinic Management System Web App
🚀 Try the Live Demo Before You Buy
We have deployed this web app in our own Google account so you can test every page, every module and all 6 user roles — with real sample clinic data (patients, appointments, treatment sessions, invoices and staff records) — before purchasing. No signup, no email required.
🔑 Test Login Credentials
Sign in as admin to unlock the full system — dashboard KPIs, patient master, appointment scheduling, billing, reports, user management and settings. Or log in with any of the staff accounts below to see exactly what that role can and cannot access: physiotherapists see only their own patients, appointments and treatment notes; the receptionist handles registration, appointment booking and payment collection; the physio assistant records session progress and exercise logs; and the accountant works with invoices, payments and financial reports.
| Role | Username | Password | Signed in as |
|---|---|---|---|
| 👨💼 Admin | admin | Admin@123 | Clinic Administrator |
| 🧑⚕️ Physiotherapist | meera | Physio@123 | Dr. Meera Iyer (STF-0001) |
| 🧑⚕️ Physiotherapist | arjun | Physio@456 | Dr. Arjun Nair (STF-0002) |
| 💁 Receptionist | reception | Reception@123 | Sneha Pillai (STF-0005) |
| 🤝 Physio Assistant | assistant | Assistant@123 | Rohit Deshmukh (STF-0006) |
| 🧾 Accountant | accounts | Accounts@123 | Nikhil Bose (STF-0007) |
💡 What you get after purchase: The full source code (Code.gs + Index.html) plus a step-by-step deployment guide so you can deploy your own private instance in your own Google account in under 15 minutes.
Most physiotherapy and rehabilitation practices run on a mix of a paper diary, a shared spreadsheet and a receipt book. That works until two therapists are booked into the same slot, a patient’s 10-session package quietly runs out, an insurance claim ages past follow-up, or the month-end collection figure has to be rebuilt by hand. This physiotherapy clinic software in Google Sheets closes those gaps by keeping scheduling, clinical records, packages and money in one place — without a per-seat monthly subscription Physiotherapy Clinic Management System Web App
Key Features of the Physiotherapy Clinic Management System Web App
🗓️ Conflict-checked scheduling. Day, Week and List views, seven booking statuses, recurring series with a preview before commit, and a waitlist for overflow patients.
🩺 SOAP session notes with pain scoring. Modalities, techniques and supervised exercises with a pre score, a post score and the change between them. Signed notes can be locked.
📊 Clinical assessments that feed charts. Range of motion, manual muscle testing, special tests and outcome measures captured once and plotted on Progress Tracking.
📈 Self-tracking treatment plans. Planned session count, frequency, plan value, days left and a progress bar, with hold, resume, discharge and a printable discharge summary.
📦 Packages with automatic credit deduction. Sell a 10 or 20-session package and credits fall as sessions are billed, with expiry and low-balance alerts.
🧾 Combined billing. Sessions, retail items and package redemptions on one invoice with discount, tax and running balance, plus bulk invoicing of unbilled sessions.
💳 Payments and day-end cash-up. Collections by mode, allocation across open invoices, advances, refunds and a printable end-of-day summary.
🛡️ Insurance claim tracking. Claimed value, approved amount, patient payable, ageing and status history on every claim record.
👥 Five roles, enforced server-side. Admin, Physiotherapist, Receptionist, Physio Assistant and Accountant, with the permission matrix re-checked on every request.
🖨️ Front-desk printing. Invoices and receipts to 80mm or 100mm thermal rolls or A4; handouts, discharge summaries and reports to A4.
🗄️ Database archive. Move closed records older than a chosen cut-off into a separate archive spreadsheet so the live database stays fast.
☁️ Your Google account, your data. Apps Script front end, 38-sheet Sheets database, Drive document storage, full source code included Physiotherapy Clinic Management System Web App
Screens Explanation
The app ships with 28 screens and a demonstration dataset already loaded, so nothing looks empty on first sign-in.
1. Login Page
Split-screen sign-in with clinic branding on one side and the form on the other. Five role-based accounts authenticate against a salted SHA-256 hash, and the session is re-validated on the server before any screen renders.
2. Dashboard
Fourteen KPI cards across Today, Patients, Money, Packages and Claims, plus charts for Revenue by Month, Sessions by Therapist and Appointments by Status.
3. Appointments
Day, Week and List views with double-booking checks against therapist and treatment room, a recurring-series preview, a waitlist, and seven booking statuses.
4. Session Queue
Today’s flow from check-in to completion with four live counters — booked, waiting, in session and completed. One click moves a patient forward.
5. Patients
Registration list with search, filters and a mobile-number duplicate check before save. Two records for the same person can be merged.
6. Patient 360 Profile
Demographics, referrals, appointments, assessments, plans, session notes, invoices, payments, packages and documents for one patient, each tab loading on demand.
7. Referring Doctors
Referral register showing which doctor or clinic sent each patient, with referral counts and revenue contribution per source.
8. Assessments
Initial evaluations and re-assessments capturing range of motion, manual muscle testing grades, special tests and standardised outcome measures. Completed assessments can be locked.
9. Treatment Plans
Goals, planned session count, frequency, plan value, days left and a progress bar that fills as notes are recorded. Plans can be held, resumed or discharged.
10. Session Notes
SOAP notes with modalities delivered, techniques applied, exercises supervised and pre/post pain scores. The last session copies forward in one click.
11. Exercise Library
Master exercise list with body region, category, sets, reps, hold time and progression notes — the source for every home programme.
12. Home Exercise Programmes
Prescriptions built from the library with sets, reps, frequency and instructions. Every revision is versioned, and the handout prints for the patient.
13. Progress Tracking
Pain scores, range-of-motion readings and outcome-measure scores charted over time for a selected patient.
14. Services & Fee Schedule
Treatment catalogue with duration, category, fee and tax treatment. Change a price here and billing follows automatically.
15. Packages & Session Credits
Package catalogue, sales and a live usage ledger. Credits fall automatically at billing, with alerts for packages expiring within 15 days or running low.
16. Billing & Invoices
One invoice can carry sessions, retail items and package redemptions with discount, tax and running balance. Unbilled sessions bulk-invoice in one action.
17. Payments & Receipts
Collections by mode, allocation across open invoices, advances on account, refunds, and a printable day-end cash-up.
18. Insurance & Claim Tracking
Claim register with policy details, claimed value, approved amount, patient payable, ageing and full status history.
19. Equipment & Assets
Machines and assets with purchase details, warranty dates, service intervals and a maintenance log that flags what is due.
20. Inventory
Consumables, retail products and orthotic aids with a stock movement ledger that reconciles opening balance, receipts, issues and sales.
21. Therapists & Staff
Staff records with specialisation, working days, shift timings, utilisation and commission on delivered sessions.
22. Expenses
Running costs by category and payment mode, feeding the income-versus-expense report.
23. Documents
Referral letters, scan reports and consent forms stored in a Google Drive folder the app creates, linked to the patient record.
24. Reminders & Notifications
Call lists for tomorrow’s appointments, expiring packages, overdue invoices and pending claims, with editable message templates.
25. Reports
Twenty reports across operations, clinical work and finance, every one exportable to CSV.
26. Audit Log
Logins, record changes, invoice edits, voids, refunds and permission changes, filterable by user, module and date range.
27. User Management
Accounts and roles for Admin, Physiotherapist, Receptionist, Physio Assistant and Accountant, enforced server-side on every request.
28. Settings
Clinic profile, logo, currency, tax rate, invoice and receipt numbering, slot length, working days, reminder rules and print sizes.
Physiotherapy Clinic Management System Web App vs. Excel VBA Physiotherapy System vs. Paid Physio Practice SaaS
| Feature | Physiotherapy Clinic Management System Web App | Excel VBA Physiotherapy System | Cliniko / Jane App / PtEverywhere |
|---|---|---|---|
| Cost | $39.99 one-time ✅ | $6–$40 one-time | $45–$195 per month |
| Platform | Google Apps Script web app on your own Google account ✅ | Windows Excel with macros enabled | Vendor-hosted cloud |
| Setup time | About 10 minutes ✅ | Under 5 minutes | Days, often with paid onboarding |
| Real-time team access | Yes, unlimited staff logins ✅ | One machine at a time | Yes, billed per practitioner |
| Mobile and tablet access | Yes, any browser ✅ | No | Yes |
| Assessments, ROM and outcome measures | Included, with progress charting ✅ | Rarely included | Yes, on higher tiers |
| Packages with automatic credit deduction | Included ✅ | Manual tracking | Yes, on higher tiers |
| Customisable fields, dropdowns and branding | Yes, plus full source code ✅ | Yes, with VBA editing | Limited to vendor settings |
| Data ownership | Your Google Sheet, exportable any time ✅ | Your local file | Vendor database, export on request |
| Year-1 cost at 5 users | $39.99 ✅ | $6–$40 | $2,700–$11,700 |
Who Should Use This Template
It fits solo physiotherapists and clinics with 1–15 therapists, rehabilitation centres, sports injury clinics, and chiropractic, osteopathy, occupational therapy or speech therapy practices that need the same appointment, notes and billing flow. It is not an electronic health record: it does not carry statutory clinical coding, it does not transmit claims to a payer gateway, and it does not diagnose or recommend treatment. It records what the therapist enters.
Real-World Use Cases
🩺 Solo physiotherapist replacing a paper diary. Bookings, notes and receipts move into one app that opens on a phone between patients, and the day closes with a printed cash-up.
🏥 Four-therapist rehabilitation centre. Therapists see their own queue and notes, the receptionist books and collects, the accountant sees invoices and claims, and the owner sees all 14 KPIs.
🏃 Sports injury clinic selling packages. Credits fall automatically as sessions are billed, and the expiring-package alert catches the ones about to lapse unused.
📋 Practice doing insurance work. Claim ageing turns the follow-up list into something the app produces rather than something a person remembers.
Advantages of the Physiotherapy Clinic Management System Web App
One-time cost instead of a per-practitioner subscription; the data stays in a Google Sheet the clinic owns and can export at any moment; the full Apps Script source ships with it, so fields and modules can be renamed or extended; screens load their data on demand and reads and writes are batched, so it stays responsive as records build up; and it opens on a phone or tablet with nothing installed.
Opportunities for Improvement
There is no patient-facing online booking portal — bookings are made by staff inside the app. Claims are prepared as summaries for submission support rather than transmitted electronically. SMS and email reminders produce a call list and message text rather than sending automatically, unless you extend the script. And Google Sheets is sized for a single practice, so a multi-branch group with 50+ concurrent users should plan a different database.
Best Practices
Change every default password from User Management before the clinic starts using it. Enter your own treatment list and prices on Services & Fees first, because every invoice reads from there. Keep dropdowns tidy from List Management rather than letting free text creep in. Run the Database Archive once a year to move closed records out of the live sheet. And take an export from Import / Export on a schedule — owning the data only helps if a copy exists somewhere else.
Explore Relevant Templates
🔹 Chiropractic Clinic Management System Web App — the same structure tuned for chiropractic practice.
🔹 Therapy Center Management System Web App — for therapy and counselling centres.
🔹 Chiropractic Clinic Management System Tracker in Google Sheets — a lighter spreadsheet-only option.
🔹 HealthTech Dashboard in Google Sheets — if you only need the analytics layer.
Frequently Asked Questions
What is included in the Physiotherapy Clinic Management System Web App?
27 modules across 28 screens, a 38-sheet Google Sheets database, five user roles, 20 built-in reports, 14 dashboard KPIs, thermal and A4 printing, a database archive tool, import and export, and a demonstration dataset. The complete Google Apps Script source code is included.
Do I need programming knowledge to set it up?
No. You paste two files into a new Google Apps Script project, run the setup function once, and deploy as a web app. It takes about 10 minutes, and a step-by-step deployment video walks through every click.
How does it compare with Cliniko or Jane App?
Those are subscriptions at roughly $45–$195 per month, usually per practitioner. This is a one-time purchase running on your own Google account with the source code included. It has no patient-facing booking portal and no electronic claim submission, so it suits practices that book internally and want to own their system.
Can multiple therapists use it at the same time?
Yes, with no seat limit and no per-user charge. Each person signs in with their own account, and the five roles control what they can see and do. Permissions are checked on the server for every request.
How are session packages and credits handled?
You define packages, sell one to a patient, and credits are deducted automatically when a session is billed. The screen shows sessions used, sessions remaining and expiry, and flags packages expiring within 15 days or running low.
Does the app submit insurance claims?
No. It records and tracks them — policy number, claimed value, approved amount, patient payable, ageing and status history — and prints a claim summary for submission support. Transmission to an insurer is done outside the app.
Can I customise fields, dropdowns and branding?
Yes. Dropdowns are editable from List Management, and clinic name, logo, currency, tax rate, numbering, slot length, working days and print sizes are on Settings. For deeper changes, the full Apps Script source is included.
About the Author
Built by PK — Microsoft Certified Professional with 15+ years of Excel, Google Sheets and Power BI experience, and founder of NextGenTemplates, reaching 300K+ subscribers across @PK-AnExcelExpert, @NextGenTemplates and @NeoTechNavigators.
Conclusion
If your clinic is juggling a diary, a spreadsheet and a receipt book, the Physiotherapy Clinic Management System Web App consolidates all three into 27 modules that talk to each other — scheduling that checks for conflicts, assessments that chart progress, packages that count themselves down, and billing that reconciles at the end of the day.
👉 Click here to Purchase the Physiotherapy Clinic Management System Web App
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Last updated: August 2026
