Your Physiotherapy Practice
Has a Systems Problem.
Your Patients Feel It Too
CodeHunter Lab builds automation and integration systems for physiotherapy practices 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 Practice Is Bleeding Time and Revenue
Referral intake is still manual
A referral arrives via Zorgdomein or fax. Someone at reception transcribes, calls the patient, finds a therapist, schedules the intake, and enters data. That is 15–25 minutes per referral — hours every day.
Patients drop out mid-treatment
A patient completes 4 of 10 sessions and stops coming without formally ending care. Your calendar has phantom bookings, your therapist loses time, and the patient's outcome suffers.
Reminders still rely on phone calls
Your front desk calls or texts patients individually. There is no systematic confirmation flow. No-shows arrive as surprises, not predictable problems with automated solutions.
No per-therapist retention analytics
Some therapists retain patients through full treatment plans. Others lose patients after session 2. Without per-therapist data, you cannot identify or coach the gap.
Marketing spend has no attribution
You may be running Google Ads or using a marketing agency. But without tracking from ad click to booked intake to completed treatment, you are optimizing completely blind.
Insurance pre-authorization 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 That Match How a Modern Practice Should Run
We build directly into your referral flow, scheduling logic, and insurance processes — automating the specific bottlenecks in your specific setup.
Referral Intake Automation
We build an intake pipeline that pulls referral data from Zorgdomein, web forms, or GP email — creates a patient record in your practice management system, sends a welcome message, and pre-populates a scheduling link. All without a single manual step.
→ Referral-to-first-appointment time cut 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 trigger automatic waitlist outreach. Your therapists arrive to confirmed, prepared patients.
→ 30–45% reduction in no-shows. Fewer empty slots.
Drop-Out Detection & Re-Engagement
If a patient misses two consecutive appointments without communication, they enter a re-engagement flow: a personal check-in from their therapist (sent automatically), a rebooking link, and if no response, a care handoff notification to the practice manager.
→ Recover 20–35% of patients who would otherwise quietly drop treatment.
Patient Outcome Tracking & NPS
At the end of a treatment plan, patients automatically receive a short outcome questionnaire and NPS score request. Results feed into a practice dashboard by therapist, treatment type, and referral source.
→ Objective data for quality improvement and insurance reporting.
Practice 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 and end-of-month guesswork.
→ Management decisions in minutes, not days.
Insurance Verification Workflow
Automation triggers an insurance check for new patients requiring vergoeding verification → sends status updates to patient and reception → flags unverified cases before the first appointment date. Prevents last-minute billing surprises.
→ Fewer billing disputes. Faster patient onboarding.
What This Looks Like Day-to-Day
Zorgdomein Referral to Booked Intake
01GP sends referral via Zorgdomein → automation parses patient details → creates record in your practice management system → sends patient a welcome WhatsApp with intake questionnaire and booking URL → patient books their own intake slot → confirmation synced to therapist's calendar. Reception touches nothing.
Insurance Verification Workflow
02New patient requires vergoeding verification. Automation triggers insurance check → sends status update to patient and reception → flags unverified cases to the practice manager before the first appointment date → prevents last-minute billing surprises.
Treatment Adherence Follow-Up
03Patient has an 8-session plan. After session 4, they go quiet. Automation detects the gap → sends a personalized check-in from their therapist's name → if no response in 48 hours, notifies the practice manager → re-engagement option offered with direct rebooking link.
Waitlist Management
04A 9:00 AM appointment is cancelled at 8:30 PM the evening before. The next 3 patients on the waitlist receive an automated offer for the slot. First to confirm gets it. Therapist's morning stays productive — no phone calls required.
GP Referral Relationship Automation
05Practices generating repeat referrals from specific GPs receive a quarterly automated summary email: patient outcomes, treatment completion rates, and a referral thank-you. Builds referral relationships systematically rather than depending on personal contact.
Post-Treatment Review Request
06On the final 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 practice manager. Review volume grows passively.
Built for How Your Practice Actually Works
We integrate with your existing practice management software
Intramed, Physiosoftware, FysioRoadmap — if it has an API or structured export, we connect to it. We do not ask you to change systems. We build around what works.
AVG and patient data sensitive by design
All automation pipelines are designed with Dutch data protection law as a hard constraint. Patient data stays within compliant boundaries. Self-hosted options available for complete data sovereignty.
Built for your workflow, not a template
We map your actual referral flow, scheduling logic, and insurance processes — then automate the specific bottlenecks in your specific 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, optimize, and expand your automation stack on an ongoing basis.
Common Questions
What physiotherapy practice owners ask before getting started.
→Does this work with Intramed, Physiosoftware, or FysioRoadmap?
Yes. We integrate with any practice management platform that has an API or structured data export. We map your specific system during the audit call before any work starts.
→Can you integrate with Zorgdomein referrals?
Yes. We build intake pipelines that pull and process incoming referral data from Zorgdomein, GP email, or any structured referral source — automatically creating patient records and triggering the intake sequence.
→Is this GDPR/AVG compliant for patient data?
All automation pipelines are designed with Dutch data protection law as a hard constraint. We can run on self-hosted infrastructure for complete 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 drop-out detection — typically goes live within 3–5 weeks. More complex integrations like insurance verification workflows may take longer depending on your current systems.
→We already have practice 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 a day your practice is wasting
Book Your Free Practice 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 Practice AuditServing physiotherapy practices across the Netherlands. Current onboarding capacity: Q2 2026. Questions? Email info@codehunterlab.com