For referring orthopaedic and neuro doctors
Physiotherapy progress letters: see how your referred patients are actually doing
When you refer a patient to a Physio Clinic Software clinic, you get a one-page progress letter at week 6 and at discharge: outcome scores, range-of-motion readings and home-plan adherence. The physio reviews, edits and sends every letter; it arrives on WhatsApp as a private link or on paper.
Patient consent recorded by the clinic · data stored in India · no account needed to receive letters
RS Puram, Coimbatore · Progress letter
To: Dr. Senthil, Orthopaedic Surgeon · Date: 2 Oct 2026
Re: Ravi M, 27 M · R knee ACL reconstruction (Aug 2026) · started physio 21 Aug
| Measure | Start | Week 6 | Change |
|---|---|---|---|
| Pain (NPRS 0–10) | 7 | 3 | −4 |
| Knee flexion | 75° | 110° | +35° |
| Extension deficit | −8° | −2° | +6° |
| LEFS (0–80) | 52 | 70 | +18 |
| Home-plan adherence | 12 of 14 days (WhatsApp) | 86 % | |
Flexion by week (clinician-measured ROM)
Plan: progress to closed-chain strengthening and bike; running screen at week 12. Next review: 30 Oct.
Dr. Kavya R, BPT, MPT (Ortho) · sent via Physio Clinic Software on WhatsApp
Sample data: illustrative patient, clinic and doctor, not a real letter.
What is in every letter
Outcome scores, start versus now
NPRS for pain plus the instrument that fits the condition: LEFS for the lower limb, DASH for the upper limb, ODI for the lumbar spine, NDI for the neck. The physio enters each score; the software graphs it and flags a change larger than the measure's minimal clinically important difference.
Range of motion, first and latest
Goniometer or phone-camera readings taken and checked by the physio, so you see the change, not one number.
Home-plan adherence
Days done out of days prescribed, from the patient's own WhatsApp replies, with the pain score they reported each day.
The physio's plan and next review
What phase the patient is in, what changes next, and when you will hear again. Two sentences, no padding.
Anything the physio wants you to know
The physio adds concerns in the summary: pain rising, swelling that persists, a fall, missed appointments, or a question for you.
Only what continuity of care needs
No full notes, no billing. The clinic records the patient's consent and confirms they agree to reports going to the referring doctor.
Why physios send these, and why doctors read them
Most physio clinics never report back. The referring surgeon finds out how the ACL did when the patient returns for the next injury. A letter that arrives on time, with numbers, changes that: the doctor sees that patients who go to this clinic get better, and refers the next one with confidence.
Physio Clinic Software reminds the clinic when a letter is due at week 6 and at discharge, and drafts it from the scores and readings the physio has recorded, with the clinic's letterhead. The physio reviews, edits the summary and plan, and sends it. Nothing goes to a doctor automatically, and the letter is a clinician's report, not an automated diagnosis (see the sample assessment-to-letter workflow). Nobody types a Word document at 9 pm, so the letters actually go out.
- Sent on WhatsApp as a private link, or printed (email planned)
- Interim updates after a setback or before your follow-up
- Reply on the same WhatsApp thread to change the plan
- Doctor-wise report shows the clinic which referrals do best
How to refer a patient to a Physio Clinic Software clinic
- Refer the patient to the clinic with your usual note or prescription (a doctor referral link and QR code are planned).
- The patient (or your receptionist) sends their name, your name and the diagnosis. A photo of your prescription works too.
- The clinic books the first assessment and records you as the referring doctor.
- You receive the week-6 and discharge letters on the WhatsApp number you gave the clinic, or on paper via the patient.
No Physio Clinic Software account or app is needed on your side. If you would like a clinic near you to use Physio Clinic Software, tell us and we will reach out to them.
Privacy and consent
Progress letters contain the minimum needed for continuity of care. The clinic records the patient's consent at registration (as the Digital Personal Data Protection Act 2023 expects of the clinic, which is the data fiduciary) and should confirm that the patient agrees to outcome reports going to the referring doctor; the patient can withdraw it. A separate per-letter sharing consent field is planned. Letters go from the clinic's WhatsApp Business number to the number you provide as a private link, or on paper. Clinical data is stored encrypted on servers in India. Read more on the security page.
Questions from referring doctors
What does the progress letter contain?
Patient details and your referral note, diagnosis and start date, outcome scores at start and now (NPRS, LEFS, ODI, NDI or DASH as relevant), range-of-motion readings (first and latest), home-plan adherence, and a summary the physiotherapist has reviewed and edited. One printable page on the clinic's letterhead. The scores and readings are the clinician's own measurements; the letter is not an automated diagnosis.
When do I receive it?
By default at week 6 and at discharge, and whenever the physio chooses to send an interim update, for example after a setback or before your follow-up appointment. The physio reviews every letter before it goes out.
How does it reach me?
On WhatsApp, as a private link to the letter sent from the clinic's number, or as a printed copy the patient brings to your follow-up. Email delivery is planned. You can reply on the same WhatsApp thread if you want the plan changed.
Is sharing the patient's data with me allowed?
Only with the patient's consent, and the clinic decides. The clinic records the patient's consent at registration and should confirm that the patient agrees to progress reports going to you. The physiotherapist reviews and edits every letter and sends it by hand; nothing is sent automatically. The letter contains only what is needed for continuity of care.
How do I refer a patient to a Physio Clinic Software clinic?
Send the patient to the clinic with your referral note as usual. The clinic adds you as the referring doctor on the patient's record, with your WhatsApp number, so progress letters come back to you. A doctor referral link and QR code are planned.
Ask your physio to send Physio Clinic Software letters
Physio clinics can start a 30-day free trial today and send their first progress letter at week 6. Doctors need nothing but a WhatsApp number.