Appointment-Focused CRM for Occupational Therapists
Online booking and reminders with basic contact records, not an OT documentation system
SchedulingKit provides online booking, reminders, recurring appointments and basic contact records built from appointments. SchedulingKit is not HIPAA compliant and does not sign Business Associate Agreements (BAAs). It doesn't track functional assessments, therapy goals, home programs or insurance authorizations.
Occupational therapy practices keep assessments, goals, home programs and insurance authorizations in an EMR. SchedulingKit only handles booking logistics. For example: a parent books a private-pay session online; a basic record is created from their email with their phone number; staff add a non-clinical note such as "after-school slots only"; on Pro, a recurring series keeps the same Wednesday 4 p.m. slot; and each session appears in the booking history. SchedulingKit is not HIPAA compliant and does not sign Business Associate Agreements (BAAs). Practices that are HIPAA covered entities should use their EMR's scheduling or a HIPAA-compliant tool.
Client Management Challenges for Occupational Therapists
Functional assessment data not easily comparable across evaluation dates
Therapy goals and progress not documented in a format useful for insurance
Session notes scattered making it difficult to track incremental improvement
Authorization visit limits not tracked leading to billing rejections
Home exercise programs not documented or followed up consistently
Transition planning from clinical to home-based practice poorly documented
How SchedulingKit CRM Helps Occupational Therapists
Online booking where compliance allows
Recurring weekly sessions on Pro and above
Email and opt-in SMS reminders
Per-therapist availability
Reschedule and cancel links with your cancellation rules
Basic contact records built from bookings
CRM Features for Occupational Therapists
Automatic Client Records
Every online booking creates or updates the client's record from their email address, with name, phone, address and notification preferences. Contact and booking details only; no clinical data.
Booking History
Each record lists upcoming and past bookings, total bookings and total spent, so you can see what a client usually books and when they were last in.
Recurring Sessions
On Pro and above, book a client into a recurring weekly series.
Reminders and Follow-ups
Email confirmations and reminders on every plan. On Standard and above, SMS reminders go to clients who opt in, and Workflows can send an email or SMS a set time before or after each appointment.
Staff Selection and Roles
Clients can pick a specific team member or "Any Available". Each person has their own working hours and days off, and roles (Owner, Admin, Manager, Staff or custom) control what each person can do.
Deposits and Invoices
On Standard and above, take full payment or a deposit at booking through Stripe, PayPal or Square. The remaining balance goes on an invoice the client pays from a link; it is never charged automatically. For self-pay sessions; there is no insurance billing.
Popular CRM Use Cases for Occupational Therapists
Also Included with SchedulingKit
Frequently Asked Questions
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