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Private Physical Therapy Practice Best Softwares, Tools, and Resources 2024

Updated: Jan 9

In this post, I will be sharing my top recommended softwares, tools, and resources. This will be a living post where I continue to update all of the things I've used and who they might be for. This post will contain affiliate links, so I may receive a small commission from that company if you use the link at no cost to you.

Do you have any must-have recommendations on software or tools for the private practice owner? Leave a comment below!



Operations & Marketing

ActiveCampaign is a powerful platform dedicated to nurturing patient relationships with precision and personalization.

Envision this scenario: You're seeking a comprehensive solution to manage patient communications and engagement effectively. ActiveCampaign steps in as your esteemed partner, offering a robust marketing automation and customer relationship management (CRM) system tailored to the healthcare industry.

ActiveCampaign enables you to create tailored patient journeys, delivering personalized content, appointment reminders, and follow-ups at optimal moments. Its intuitive interface allows you to segment patient lists based on their unique needs, ensuring that your communication remains relevant and impactful.

Furthermore, ActiveCampaign provides detailed analytics to track patient interactions and measure the success of your campaigns. It empowers you to foster patient loyalty, streamline administrative tasks, and enhance overall patient satisfaction. If you are dedicated to cultivating strong patient relationships, optimizing communication, and elevating the patient experience, ActiveCampaign is the distinguished solution to achieve these goals. It empowers you to establish a reputation for excellence in patient care and healthcare management.

I use AC in combination with MemberVault and Wix. It integrates super easily.

My very favorite scheduling platform of all time: Acuity, your ultimate appointment-setting sidekick. It's like having a personal assistant who never takes a coffee break. This is definitely the most versatile and customizable option I've found.

Your clinic is buzzing with patients, and you're juggling appointments like a pro. That's where Acuity swoops in. It makes scheduling a breeze, allowing your patients to book, pay for, reschedule, and cancel their sessions online, at their convenience. No more endless phone calls or back-and-forths—Acuity handles it all.

But that's not all! Acuity can sync with your calendar, send automatic reminders to your clients, and even manage group appointments or classes. It's like having a scheduling wizard in your pocket, ensuring your day runs smoothly.

Plus, Acuity is user-friendly, so you can set it up without a tech degree. If you're all about making your life easier, giving your clients a seamless booking experience, and keeping your practice running like clockwork, Acuity Scheduling is your new best friend. It's the superhero of appointment management, allowing you to focus on what you do best—helping your patients heal.

Canva is a sophisticated platform that can significantly enhance your brand's visual identity and design professionalism. I've been using this for years and it's only continued to get better over time, now with the ability to edit videos as well as photos and graphics.

Your practice needs visually compelling materials for marketing, patient education, and internal communication. Enter Canva, an esteemed design tool that empowers you to create professional-quality graphics, documents, and promotional materials with ease.

Canva offers an extensive library of templates, stock images, and design elements tailored to the healthcare industry. It enables you to craft stunning brochures, informative patient guides, visually appealing social media posts, and more. With Canva, your practice can present itself with the utmost professionalism, leaving a lasting impression on patients and peers alike.

Moreover, Canva facilitates collaborative design efforts among your team members, ensuring consistency in branding and messaging. It provides the tools needed to uphold your practice's reputation for excellence. If you are dedicated to enhancing your practice's visual presence and maintaining a professional image, Canva is the distinguished solution to achieve these objectives. It empowers you to elevate your practice's brand and design quality to the highest standard.

Allow me to introduce Jotform, a comprehensive solution for elevating your practice's efficiency through form management.

Picture this: Your clinic relies on a multitude of forms, from patient intake to treatment records. Jotform steps in as your reliable digital assistant. It's a versatile platform that enables you to create, customize, and manage a wide range of forms seamlessly.

But there's more to it than just forms. Jotform offers secure data collection, ensuring patient information remains confidential and compliant with healthcare regulations. You can streamline appointment scheduling, gather patient feedback, and even automate administrative tasks. It's like having an efficient digital workflow that saves you time and minimizes paperwork.

Additionally, Jotform integrates with your favorite apps and platforms, making it a valuable addition to your practice's digital toolkit. If you're committed to enhancing your practice's productivity, data security, and patient experience, Jotform is the sophisticated solution that helps you achieve these goals. It empowers you to maintain the highest standards of professionalism and organization in your physical therapy practice.

MemberVault is a transformative platform designed to revolutionize patient engagement and education within your practice. This is my favorite course hosting platform I've used and is a small, family-owned business, and we love to #supportsmallbusiness ! If you've thought about creating courses for your audience, this is a great option. It also has the ability to create pages and posts, so it could be an option to build your website.

You're striving to provide patients with comprehensive resources and support throughout their therapeutic journey. MemberVault steps in as your esteemed ally, offering a robust platform for creating, organizing, and delivering an array of educational content.

MemberVault empowers you to curate a library of valuable materials, including videos, documents, and guides, tailored to your patients' needs. You can seamlessly organize these resources into customized pathways, ensuring patients receive relevant information at each stage of their treatment. With its user-friendly interface, MemberVault enhances patient engagement, allowing them to access educational content effortlessly.

Furthermore, MemberVault facilitates interactive learning experiences through quizzes, discussions, and progress tracking. This innovative approach fosters patient empowerment and adherence to treatment plans. If you are committed to elevating patient education and engagement standards within your practice, MemberVault is the distinguished solution that enables you to achieve these goals. It empowers you to transform the patient experience and establish a reputation for excellence in healthcare.

Meet Notion, the Swiss Army knife of organization and productivity. It's like having a supercharged digital assistant for your practice.

You've got patients to care for, schedules to manage, and a ton of info to keep track of. Notion steps in to make it all a breeze. You can toss in leads, treatment ideas, and whatever else you need—all in one spot.

But that's not all! Notion is a rock star when it comes to team collaboration. You and your crew can work together on documents, plans, and ideas in real-time. It's like a virtual whiteboard for brainstorming or planning the next team meeting. I work with 2 other team members and although we live across the country from each other, we are still able to get our work done.

And get this—it's like having your practice's brain on digital steroids. You can create custom templates for notes, assessments, or anything else that floats your boat. Plus, it plays nice with other apps you're already using, so it becomes your practice's central hub. It's my favorite CRM to use as well.

So, if you want to make your practice run like a well-oiled machine without the headaches, give Notion a spin. It's your secret weapon for keeping things organized, efficient, and as easy as a Sunday morning.

QuickBooks Self-Employed is like your financial sidekick, making money management a breeze.

You've got patients to care for, and taxes to tackle. QuickBooks Self-Employed swoops in to save the day. It helps you keep tabs on your practice's income and expenses effortlessly. With features like automatic expense sorting and mileage tracking, you can stay on top of your finances without breaking a sweat.

But here's the real magic: QuickBooks Self-Employed is a tax time savior. It calculates your estimated quarterly taxes and serves up tidy tax reports. Plus, it lets you send invoices to clients and keep an eye on payments. So, you can focus on your patients' well-being while making sure your practice's financial health is in tip-top shape.

In a nutshell, QuickBooks Self-Employed is your shortcut to stress-free money management, allowing you to do what you do best—helping patients heal—while it takes care of the numbers game.

Let me introduce you to Toggl, your secret weapon for mastering time management without the stress.

Picture this: Your day is a whirlwind of patient appointments, team meetings, and paperwork. Toggl steps in as your trusty time-tracking buddy. Just hit the "start" button when you dive into a task, and "stop" when you're done. It's like having a stopwatch for your day, only way cooler.

Toggl doesn't just clock your hours; it sorts them neatly into reports. So, you can see exactly where your time is flying and where you're a productivity champ. It's like having your own personal time coach, helping you fine-tune your schedule. I really like to use this to keep myself accountable in making sure I'm spending time on the things that need the attention, and meeting my goals of hours worked for the day and the week.

Best of all, Toggl is a breeze to use on your phone or computer. So, if you're all about taking charge of your day and making the most of your time, give Toggl a spin. It's the tool that keeps you on top of your game, ensuring you can rock your physical therapy practice with ease.

My very favorite website builder of all time! This is where I've always hosted my websites and built the websites for other practices across the US.

You've got fantastic therapy skills, but you need an online presence to reach more patients. Wix steps in to make it simple. It's like your website-building best friend. You pick a template that matches your style, and with a few clicks, your professional website starts taking shape.

But it doesn't stop there. Wix has all the bells and whistles you need. You can add appointment booking forms for seamless patient scheduling, start a blog to share your expertise, and even set up an online store if you sell therapy products. It's like having a one-stop-shop for all your online needs. There is also an email marketing solution and built in CRM.

And the best part? You don't need to be a tech guru to make it work. Wix is super user-friendly, so you can get your site up and running in no time. If you're all about expanding your online presence, attracting new clients, and growing your practice, Wix is the way to go. It's the tool that lets you shine online, so you can stay focused on providing top-notch care to your patients.

Ok, you know how once you've seen a Pixar movie, all other cartoon movies just kind of generally leave something to be desired? That's kind of like YNAB and all other budgeting apps. Next level. You have to try it—you'll never go back to living in the dark! This one I use for both my personal and business budget.

Picture this: You've got your practice to run, and YNAB is here to make your life easier. It helps you track your income and expenses with a simple, no-nonsense approach. You can create a budget that's as unique as your treatment plans. YNAB shows you exactly where your money's going, so you can make smart financial decisions that'll help your practice thrive.

The cool thing about YNAB is that it's all about giving your dollars a purpose. It's like divvying up a pizza with your friends—each slice has a job! Whether you're managing clinic costs, staff salaries, or planning for that shiny new therapy equipment, YNAB's got your back. With its real-time tracking and reports, you'll always know where your practice stands financially. Plus, it helps you stash some cash for rainy days, so you're ready for whatever comes your way.

So, if you're ready to level up your practice's financial game without all the jargon and stress, give YNAB a try. It's budgeting made fun, simple, and effective, so you can focus on what you do best—helping your patients heal and growing your practice like a pro. Plus, it's easy to use with the Profit First system that I explain in this video about how to pay yourself.

EMRs for Cash-Based Practices

I have another blog post all about the Top EMRs for Cash-Based Practices here that goes a little more in-depth if you want to check it out.

What is Google Workspace?

Google Workspace is a cloud-based productivity suite that helps teams communicate, collaborate and get things done from anywhere and on any device. It's simple to set up, use and manage, so your business can focus on what really matters. Watch a video or find out more here.

Here are some highlights:

Business email for your domain Look professional and communicate as Gmail's simple features help you build your brand while getting more done.

Access from any location or device Check emails, share files, edit documents, hold video meetings and more, whether you're at work, at home or on the move. You can pick up where you left off from a computer, tablet or phone.

Enterprise-level management tools Robust admin settings give you total command over users, devices, security and more.

Sign up using my link and get a 14-day trial. Use code "VD66APTRLCDYQY4" when signing up for Business Starter or code "7A337D7CLPQTVDF" when signing up for Business Standard for 10% off your first year!

PracticeQ is a sophisticated platform meticulously designed to elevate clinical competence and foster continual learning within your practice.

Your commitment to providing the highest standard of care drives your practice's success. PracticeQ steps in, offering a comprehensive solution to promote clinical excellence and empower your therapists with advanced knowledge and skills.

PracticeQ provides access to an extensive library of evidence-based practice questions tailored to the field of physical therapy. It facilitates progress tracking, ensuring therapists can measure clients' growth. This not only enhances patient outcomes but also elevates your practice's reputation for delivering top-tier care.

If you are dedicated to fostering clinical competence, nurturing a culture of continual learning, and maintaining a practice synonymous with excellence in healthcare, PracticeQ is the distinguished solution to achieve these objectives. It empowers you to establish your practice as a center of excellence, attracting both patients and therapists committed to the highest standards of care.

Software for Home Exercise Programs

TrueCoach is a revolutionary platform meticulously designed to transform the delivery of physical therapy and fitness services through personalized digital coaching.

Your commitment to providing optimal patient care drives your practice's success. TrueCoach steps in as your distinguished partner, offering an advanced platform that empowers you to create tailored treatment plans and exercise regimens for each patient.

TrueCoach allows you to effortlessly design individualized therapy programs, monitor patient progress in real-time, and provide instant feedback. It's like having a virtual extension of your practice, ensuring your patients receive personalized care, whether in the clinic or remotely.

Furthermore, TrueCoach's data analytics and reporting capabilities enable you to track patient outcomes and continuously refine treatment strategies. This not only enhances patient recovery but also elevates your practice's reputation for clinical excellence.

If you are dedicated to revolutionizing physical therapy by delivering personalized care and embracing the possibilities of digital coaching, TrueCoach is the distinguished solution to achieve these ambitious goals. It empowers you to establish your practice as a pioneer in the field, attracting patients who seek the highest standards of individualized rehabilitation.

Clinic Equipment




If you are a reader, this one's for you. Kindle Unlimited is an expansive digital library meticulously curated to broaden your knowledge horizons and empower you with a wealth of resources for ongoing learning.

Your dedication to staying at the forefront of healthcare trends and research drives your professional success. Kindle Unlimited steps in as your esteemed knowledge repository, offering unlimited access to a vast collection of books, journals, and educational materials spanning a myriad of medical disciplines.

Kindle Unlimited enables you to delve into cutting-edge medical literature, access reference materials, and explore the latest research findings. Whether you seek to deepen your clinical expertise, stay updated with healthcare regulations, or simply indulge in enriching medical literature, Kindle Unlimited offers a rich tapestry of knowledge at your fingertips.

Furthermore, Kindle Unlimited's user-friendly interface and portability on Kindle devices and mobile apps ensure that your quest for knowledge is both convenient and accessible. It empowers you to stay informed, expand your expertise, and uphold the highest standards of healthcare excellence.

If you are committed to advancing your professional skills and knowledge, Kindle Unlimited is the distinguished solution to embark on an enlightening journey of learning and discovery. It empowers you to establish your career as a beacon of expertise in the ever-evolving landscape of healthcare.

Audible is a premier platform tailored to the needs of healthcare professionals. With an extensive library of audiobooks covering diverse medical fields and research, Audible offers a flexible approach to learning, allowing healthcare experts to enhance their knowledge and expertise conveniently during daily routines. Whether it's staying updated on medical breakthroughs during a commute or exploring leadership insights while exercising, Audible provides an accessible and efficient means to elevate your professional development, empowering you to lead with excellence in the ever-evolving landscape of healthcare.

I personally like to listen to a lot of my business and self-development mindset-type books while going for walks with my dog, Goni.


Do you have any must-have recommendations on software or tools for the private practice owner? Leave a comment below!

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