Your Physiotherapy Clinic
Has a Systems Problem.
Your Patients Notice
CodeHunter Lab builds automation and integration systems for physiotherapy clinics in the Netherlands — connecting referral intake, scheduling, patient communication and reporting into one coherent workflow. So your therapists focus on treating patients, not chasing paperwork.
Although we are located in the Netherlands, our main method of communication is English, as our tech team speaks English. However, we also offer and create websites in Dutch, since we have a specialist who proofreads Dutch content.
Where Your Clinic Loses Time and Revenue
Referral intake is still manual
A referral arrives via Zorgdomein or fax. Someone at reception transcribes it, calls the patient, finds a therapist, books the first visit and enters the data. That's 15–25 minutes per referral — hours every day.
Patients drop out of treatment halfway
A patient completes 4 of 10 sessions and stops coming without formally ending care. Your calendar has ghost bookings, your therapist loses time and the patient's outcome is affected.
Reminders still rely on phone calls
Your reception calls or messages patients individually. There is no systematic confirmation flow. No-shows arrive as surprises, not as predictable problems with automated solutions.
No retention analytics by therapist
Some therapists retain patients through complete treatment plans. Others lose them after session 2. Without per-therapist data, you can't identify or close that gap.
Marketing spend has no attribution
You may be running Google Ads or using a marketing agency. But without tracking from ad click to first visit completed and treatment finished, you are optimising blindly.
Insurance pre-authorisation creates delays
For treatments requiring vergoeding confirmation, chasing insurance status is a manual, repetitive task that blocks scheduling and frustrates patients before their first appointment.
Systems Built for How a Modern Clinic Should Work
We build directly inside your referral flow, scheduling logic and insurance processes — automating the specific bottlenecks of your setup.
Referral Intake Automation
We build a reception pipeline that extracts referral data from Zorgdomein, web forms or physician email — creates a patient record in your management system, sends a welcome message and pre-fills a booking link. All without a single manual step.
→ Referral-to-first-appointment time reduced from 48 hours to under 4 hours.
Appointment Reminders with Confirmation
Every appointment triggers an automated reminder sequence: 48 hours before via WhatsApp or SMS, with one-tap confirm or reschedule. Cancellations automatically trigger reach-out to the waiting list.
→ 30–45% reduction in no-shows. Fewer empty slots.
Dropout Detection & Reactivation
If a patient misses two consecutive appointments without communication, they enter a reactivation flow: a personalised check-in from their therapist (sent automatically), a booking link and if no response, a handoff notification to the clinic manager.
→ Recover 20–35% of patients who would silently abandon treatment.
Outcome Tracking & NPS
At the end of a treatment plan, patients automatically receive an outcomes questionnaire and NPS rating request. Results feed a dashboard by therapist, treatment type and referral source.
→ Objective data for quality improvement and insurance reporting.
Clinic Analytics Dashboard
One unified dashboard: session volume by therapist, treatment plan completion rates, new patient source attribution, insurance claim status and monthly revenue trend. Replaces manual spreadsheets.
→ Management decisions in minutes, not days.
Insurance Verification Workflow
Automation triggers an insurance check for new patients requiring vergoeding verification → sends status updates to the patient and reception → flags unverified cases before the first appointment. Prevents billing surprises.
→ Fewer billing disputes. Faster patient onboarding.
What This Looks Like Day-to-Day
Zorgdomein Referral to First Visit Booked
01The physician sends a referral via Zorgdomein → automation parses the patient data → creates the record in your management system → sends a WhatsApp welcome with intake questionnaire and booking URL → the patient books their own appointment → confirmation synced with the therapist's calendar. Reception touches nothing.
Insurance Verification Workflow
02New patient requires vergoeding verification. Automation triggers the insurance check → sends status update to patient and reception → flags unverified cases to the manager before the first appointment → prevents last-minute billing surprises.
Treatment Adherence Follow-up
03The patient has an 8-session plan. After session 4, they disappear. Automation detects the gap → sends a personalised check-in with their therapist's name → if no response in 48 hours, notifies the manager → reactivation option offered with direct booking link.
Waiting List Management
04A 9:00 appointment cancels at 8:30 the night before. The next 3 patients on the waiting list receive an automated slot offer. The first to confirm gets it. The therapist's morning stays productive — no calls required.
Referring Physician Relationship Automation
05Clinics that generate repeat referrals from specific physicians receive an automated quarterly email: patient outcomes, treatment completion rates and a thank you for the referrals. Builds referral relationships systematically.
Post-Treatment Review Request
06On the last session of a treatment plan, the patient receives an automated satisfaction message. Positive responses are guided to Google Reviews. Critical feedback is routed privately to the manager. Review volume grows passively.
Built for How Your Clinic Actually Works
We integrate with your existing management software
Intramed, Physiosoftware, FysioRoadmap — if it has an API or structured export, we connect. We don't ask you to change systems. We build around what works.
AVG and sensitive patient data by design
All automation pipelines are designed with Dutch data protection law as a fundamental constraint. Patient data stays within compliant boundaries. Self-hosted options available.
Built for your workflow, not a template
We map your real referral flow, scheduling logic and insurance processes — then automate the specific bottlenecks of your particular setup. No copy-paste solution.
We stay with you as you grow
Adding a second location, a new therapist or a new service line? Your systems scale with you. We monitor, optimise and expand your automation stack continuously.
Frequently Asked Questions
What physiotherapy clinic owners ask before getting started.
→Does it work with Intramed, Physiosoftware or FysioRoadmap?
Yes. We integrate with any management platform that has an API or structured data export. We map your specific system during the audit call before any work begins.
→Can you integrate with Zorgdomein referrals?
Yes. We build intake pipelines that extract and process incoming referral data from Zorgdomein, physician email or any structured referral source — automatically creating patient records and triggering the intake sequence.
→Is it GDPR/AVG compliant for patient data?
All automation pipelines are designed with Dutch data protection law as a fundamental constraint. We can run on self-hosted infrastructure for total data sovereignty. Patient data never passes through third-party systems without appropriate agreements.
→How long does implementation take?
A standard setup — referral intake automation, appointment reminders and dropout detection — typically goes live in 3–5 weeks. More complex integrations like insurance verification flows may take longer.
→We already have management software. Do we need to replace it?
No. We work alongside your existing systems and build integration layers that connect what you already have. You keep your current setup and we fill the automation gaps around it.
Let's map the 3 hours your clinic wastes daily
Book Your Free Audit
We map your current intake-to-discharge workflow, identify the highest-impact automation opportunities and give you a concrete plan — specific to your software stack and patient volume.
Book Free AuditFor physiotherapy clinics in the Netherlands. Current onboarding capacity: Q2 2026. Questions? Email info@codehunterlab.com