TherapyCRMFor therapy practice schedulingScheduling for Therapy PracticesAcross Locations, Rooms & Equipment
TherapyCRM's scheduling system handles multi-location practices with branches, rooms and equipment as first-class resources. Manage staff rotations, recurring appointments with conflict rules, and let families request appointments into a coordinator-reviewed queue. Built for ABA, speech-language pathology, occupational therapy, and physiotherapy clinics.
What Makes Therapy Scheduling Different
More than just a calendar — rooms, equipment, rotations, and a family-facing request workflow.
Branches, Rooms & Equipment
Locations, rooms and equipment are first-class resources. Schedule a client to a specific room or sensory gym equipment, and the system checks for conflicts.
Staff Rotation Groups
Organize staff into rotation groups so the schedule can automatically assign the next available therapist, balancing caseloads across your team.
Recurring Appointments with Conflict Rules
Set up weekly or bi-weekly recurring appointments with automatic conflict detection. Room, equipment, and staff availability are checked before confirming.
Parent Portal Appointment Requests
Families can request appointment times through the parent portal. Requests go into a coordinator-reviewed queue, preventing double-booking and ensuring resource availability.
Email & SMS Reminders
Automated appointment reminders sent via email or SMS under your practice branding, with delivery tracking and logs.
Waitlist Management
Track clients waiting for openings, prioritize by date or clinical urgency, and match them with newly available slots.
From Coordinator to Clinician
The schedule supports the whole practice, not just the therapist's calendar.
Coordinators see branches, rooms, equipment and staff availability across locations. They review appointment requests from families, check for conflicts, and assign resources before confirming.
Therapists see their schedule filtered to their assigned clients and branches. From the appointment, they launch the session runner to collect data and document progress.
Guardians request appointments through the portal, receive confirmations once approved, and get reminders before each session. Requests never bypass the coordinator's review.
Common Questions
Something not covered? Email support@therapycrm.io.
Can we schedule across multiple branches?
Yes. The schedule supports multi-location practices. Each branch has its own rooms and equipment, and staff can be assigned to multiple locations.
How do rotation groups work?
Rotation groups let you organize staff so the system can auto-assign appointments to the next available therapist in rotation, balancing caseloads and distributing new clients fairly.
Do appointment requests from families bypass the coordinator?
No. All appointment requests from the parent portal go into a coordinator-reviewed queue. The coordinator checks for conflicts, assigns resources, and confirms before the family sees a scheduled appointment.
Can we set up recurring appointments?
Yes. Recurring appointments can be set up on a weekly or bi-weekly basis. The system checks for room, equipment, and staff conflicts before confirming each occurrence.
Is TherapyCRM HIPAA or PHIPA compliant?
TherapyCRM includes the technical controls those frameworks expect — role-based access, MFA, audit logging, short sessions, encryption and retention policies. Compliance depends on your configuration, contracts, policies and training, and no certification is claimed without current supporting evidence. Security documentation and vendor terms are available on request.
Is there a free trial?
Yes. Every plan starts with a free trial; the exact trial length and terms are shown by the billing provider before you confirm checkout.
Run Your Next Session in TherapyCRM
Start a trial, set up a branch and a goal library, and run one real session end to end before you decide.