Physio Booking System

The Physio Booking System is designed specifically for mobile physiotherapy and massage services, where appointments take place at clients’ homes or other locations rather than at a fixed clinic.

Its key differentiator is that appointment availability is based not only on the physio’s diary, but also on client location and the travel time required between appointments.

This allows the system to determine whether an appointment is genuinely practical to accept, rather than simply whether there is an empty slot in the calendar.

Client Booking and Availability

Clients can view a simple monthly calendar showing which days have Availability or No Availability.

Rather than presenting every possible appointment time on the main calendar, the month view remains intentionally simple. When a client selects an available date, the system opens the detailed day diary and displays the appointment times that can actually be booked.

For logged-in clients, availability can be personalised using:

• the physio’s working hours and general availability;
• appointments already booked by other clients;
• the client’s home or appointment location;
• the physio’s location before and after the proposed appointment;
• estimated driving time between appointments; and
• any geographical or service-area restrictions.

This means that an apparently empty space in the diary does not necessarily need to be offered to every client.

For example, a 2:00pm appointment might be perfectly practical for a client located five minutes from the preceding appointment, but unavailable to another client requiring a 40-minute drive.

Location and Travel-Time Management

Each client record can contain an address, GPS coordinates and map location.

The system can calculate the driving distance and estimated journey time between clients, enabling a travel-time matrix to be maintained between customer locations.

The booking engine can therefore assess whether appointments can realistically be fitted together, rather than simply checking whether appointment times overlap.

The architecture builds on routing and scheduling principles originally developed for AXTools, making it particularly suitable for practitioners whose working day involves travelling between multiple client locations.

Client Accounts and Existing Bookings

Logged-in clients can view their existing and upcoming appointments within the system, allowing the platform to operate as both an appointment-booking service and a simple client portal.

Because a client’s usual location is stored within their profile, they do not need to enter their address every time they check availability or make a booking.

Client records also incorporate communications functionality. The physio can contact a client directly by email or open a WhatsApp conversation using the telephone number stored in the system.

Administration and Diary Management

The administrative interface provides the physio with a diary-oriented overview of the business.

From the main calendar, the physio can see how many appointments are scheduled on each day and open the detailed day view to review:

• appointment times;
• client details;
• appointment locations; and
• the travel implications of the day’s schedule.

The system is therefore designed to become the central operational diary for the business, combining appointment management, client information and travel planning within a single platform.

Overall Purpose

The principal difference between this system and a conventional online appointment calendar is that it understands that the physio travels to the client.

A conventional booking system asks:

“Is the physio free at 3:00pm?”

This system can answer the more important question:

“Can the physio realistically reach this particular client for a 3:00pm appointment, given the locations of the previous and subsequent appointments?”

This makes booking easier for clients while helping the physio maximise the number of appointments that can be accepted, reduce unnecessary travel and avoid creating an impractical daily schedule.