AI Booking for Physical Therapy Practices

Niwa helps physical therapy practices answer practical questions and book appointments on their website or directly in WhatsApp. Its agent uses your website's practice information, services and connected availability to help patients choose a time and record the appointment. Your team sets the services, visit lengths and therapist schedules; clinical assessment and treatment decisions remain with the physical therapist.

If your practice already has a WordPress website, you can install the standalone Niwa AI plugin. For a new website or migration, Niwa Business costs USD 150 and includes a custom WordPress website or migration, hosting, maintenance and AI tools adapted to your business.

Discuss booking for your practice

Turn a patient's first question into a booked appointment

For example, a patient sends a WhatsApp message while you are treating someone: "I've never been to your practice before. Can I book an evening appointment?" The same question could arrive through the chat on your website.

Niwa explains your published first-visit information. In the WhatsApp conversation or website flow, Niwa checks availability for the appropriate appointment type. The patient chooses a time and, where your service offers a choice, a therapist. After collecting the required contact details, Niwa records the booking with its service, therapist and time in the connected schedule.

The patient can also ask where the practice is, what the visit costs or what to bring. Those answers come from the information your practice supplies. A request for a diagnosis, treatment advice or a change to an exercise plan belongs with your clinical team.

The workflow follows the services and availability you set up for your practice.

Make first assessments and follow-ups clear

Patients should be able to understand which appointment they are booking. Give each service a useful description and an accurate duration, then assign the therapists who provide it.

For example, a practice might reserve 60 minutes for a first assessment and 30 minutes for a follow-up. Niwa uses the selected service's duration when checking availability. An opening for a shorter visit does not automatically become an option for the longer appointment.

Those durations are examples, not a standard for every physical therapy practice. Your team defines the visit lengths, working hours and breaks that fit its work.

Keep first-visit information visible on the website too. Explain arrival instructions, what patients should bring and how to contact staff with questions. The American Physical Therapy Association's preparation guide is a useful reference for reviewing that content.

Set up Niwa around your practice's daily work

Start with your services, published fees, appointment durations and therapist schedules. Add location details, preparation instructions and the practical questions patients ask most often. Connect the website assistant and your WhatsApp account, then set the instructions for administrative help and contact with staff.

Check one complete booking before introducing the service to patients. Choose a service, select an available therapist and time, submit the required details and verify the saved appointment. Check the confirmation delivery as well. A recorded appointment and a delivered message are separate outcomes.

Niwa's booking documentation explains its local scheduling and appointment records. Google Calendar is optional, so you can use Niwa's booking system without making it a prerequisite. If you connect a calendar, include its access and synchronization in the setup check.

Choose the plugin or a website with Niwa Business

The standalone Niwa AI plugin is an option for practices that want to add the assistant to an existing WordPress site. You do not need a new website just to use Niwa. Configure the assistant with your practice information and booking services, then connect the channels your patients use.

Niwa Business is for practices that need the website work included. The USD 150 offer covers a custom WordPress website or migration, hosting, maintenance and business-specific AI tools. Contact Niwa with your current website and booking requirements to discuss the implementation and commercial terms.

Customers can connect their own supported AI subscription. Niwa adds no AI usage charges or Niwa-imposed usage limits to that supported subscription connection. The underlying provider's limits and account terms still apply; confirm that your subscription and connection are supported during setup.

A website built with AI uses AI during creation. An AI-powered website continues using it after launch. Here, that means answering practical questions and booking appointments through the website or WhatsApp conversation.

Keep patient information within an appropriate workflow

Use only the information needed for the administrative task, and explain how patients can contact the clinical team. Detailed medical histories, reports and treatment discussions need an appropriate patient-data process.

For US practices subject to HIPAA, that includes the required agreements and safeguards for services handling protected health information, including hosting and AI processing. HHS cloud guidance explains those responsibilities. Practices in other countries should address the requirements that apply to their location before patient information enters the workflow.

What if we already use a clinical booking system?

You can keep your clinical records and billing system. Niwa can explain your services and direct patients to the existing booking route if that is the right setup for your practice. A direct connection to another scheduler is a separate integration question; discuss it using the name of the system you actually use.

An existing booking link may be enough for patients who already know which appointment they want. Niwa also helps with the practical questions that come before that choice.

Bring your appointment process to the discussion

Share your website address, current booking system, appointment types and the number of therapists who need a schedule. Include a few administrative questions patients commonly ask, without sending patient records.

That gives the discussion a concrete starting point: how Niwa should answer those questions, offer available appointments and record the booking for your team.