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Automated Patient Follow-Up and Rebooking Pathway

Feature Request

I'd like to suggest an automated patient follow-up feature within Rehab Guru to help clinicians identify and reconnect with patients who haven't booked another appointment.

I've recently developed my own patient pathway tracker for my physiotherapy practice, which identifies patients who haven't returned following treatment and reminds me to check in with them. It's proving useful, but currently requires manual monitoring and follow-up.

As Rehab Guru already holds appointment histories, patient records and contact details, I think there's an opportunity to integrate this functionality directly into the platform.

Suggested functionality:

  • Configurable follow-up periods: Automatically identify patients who haven't rebooked within a specified number of days or weeks following their last appointment.

  • Patient status: Allow clinicians to mark patients as active, discharged or not requiring follow-up, preventing unnecessary reminders.

  • Automated check-in emails: Send a friendly, customisable message to patients asking how they're progressing and whether they need further support.

  • Clinician approval option: Allow practices to review and approve follow-up messages before they're sent, rather than requiring full automation.

  • Rebooking tracking: Identify patients who subsequently book another appointment following a check-in.

  • Follow-up dashboard: Provide an overview of patients awaiting follow-up, messages sent and outstanding responses.

Ideally, this could integrate with existing Rehab Guru email templates and booking links, avoiding the need for additional software.

I think this would be particularly valuable for physiotherapy practices, where patients often manage their rehabilitation independently between appointments and may not always book further sessions.

The aim wouldn't simply be to increase rebookings, but to improve continuity of care, maintain patient engagement and reduce the administrative workload involved in monitoring patient pathways.

It could also offer future opportunities for integration with RGai to help generate personalised follow-up communications, with appropriate clinical oversight and safeguards around patient confidentiality and communication preferences.

Posted by Dan Wilson ·
1 comment

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Comments1

  • Cloudia Barr

    Team•

    Nov 3

    Hi Dan,

    Thanks for such a detailed write-up, it’s really clear what you’re after.

    Part of this is already possible. When you send a programme, turn on Programme duration in the Publish drawer and choose what happens when it ends, for example asking the client to get back in touch. Setting up Timeframes on Exercise Prescriptions in our help centre walks through it.

    You can also edit the automatic email clients receive when their programme ends, so it reads as a check-in and includes a link to your booking page. Go to Account > Customise > Communications and choose Client program expired from the Email Template list:

    For patient status, you can create labels such as Active, Discharged or No follow-up, add them to clients, then filter your Clients list by label. Labelling and Filtering Clients explains how:

    What isn’t there yet is the appointment-based side of your idea: spotting patients who haven’t rebooked within a set period, check-ins linked to their last appointment, approving messages before they go out, tracking rebookings and a follow-up dashboard.