The challenge
Physiotherapy doesn't fit the "one visit, one note" model most clinic software is built around — a single treatment plan runs across many sessions, each with its own exercises, therapist notes, and patient feedback, and that history has to stay intact and searchable. The clinic also needed real role separation (a doctor should see their own schedule and patients, not the whole clinic's billing; reception should handle billing and intake, not clinical notes) and a way for patients to book an appointment without calling in, ideally somewhere patients already are — WhatsApp — without double-booking a slot someone was mid-conversation about claiming.
CategoryPhysiotherapy Clinic Management
Tech stack
ReactNode.jsSQLiteWhatsApp Business API
Approach
- 01Built patient intake with duplicate-detection on phone or name match, so reception gets a "did you mean this existing patient?" prompt instead of fragmenting one person's history across records
- 02Built a real scheduling engine — weekly recurring availability templates per doctor, plus date-specific overrides for leave or extra clinic hours, with overlap-safe slot booking underneath both the in-app calendar and the WhatsApp bot
- 03Built multi-session treatment plans — diagnosis and goals at the plan level, with a running log of sessions capturing exercises, therapist notes, and patient feedback per visit
- 04Built a self-service WhatsApp booking bot on the WhatsApp Business API — patients pick a doctor, date, and time slot entirely by chat, with new patients auto-registered mid-conversation and a race-condition recheck right before confirming, in case the slot was booked elsewhere seconds earlier
- 05Built role-scoped access across admin, doctor, and receptionist — doctors see only their own patients, schedule, and revenue; billing is hidden from doctors entirely; treatment notes are hidden from reception entirely
- 06Built billing alongside a medicines/pharmacy module — a medicine catalog and medicine-specific billing sitting next to consultation invoicing, with PDF export for invoices and reports
- 07Logged every meaningful action — patient record access, invoice payments and cancellations, treatment plan and session changes — to an audit trail
Outcome
- Patients can book an appointment entirely over WhatsApp — choose a doctor, date, and time by chat, with no app to install and no call to the front desk
- Treatment history reads as a real clinical record — diagnosis, goals, and every session's exercises and notes, not a single flat "visit" log
- Role-based access keeps clinical notes doctor-only and billing front-desk-only without needing separate systems
- One audit trail covers patient access, billing, and treatment changes
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