Therapy Clinic Management System
An all-in-one management system for a pediatric occupational and psychological therapy clinic, bringing work once scattered across spreadsheets and cloud folders into one system.
- Industry Pediatric occupational / psychological therapy
- Users Front desk, therapists, managers
- Devices Windows front desk, phones
Illustrative screen; all data is fictional
The challenges
Daily clinic work is full of small tasks: scheduling, billing, receipts, monthly closing, revenue splits and notes. With many tools in use, records easily stop matching.
Scattered data
Client records, schedules and billing lived in separate spreadsheets and folders.
Time-consuming accounts
Receipts were issued by hand, and daily and monthly reconciliation took a lot of time.
Complex revenue splits
Departments, therapists and clients each had different billing and split rules, making manual calculation error-prone.
Heavy paperwork
Therapists spent time after sessions writing notes, cutting into time for preparing sessions.
Our approach
The visit is the only input: the front desk creates one bill, and the receipt, ledger, daily closing, performance figures and monthly P&L are all generated automatically.
Client records
Record numbers are generated automatically, with client data managed in one place and quick to search.
Instant receipts
Billing generates a receipt and serial number automatically. Voids leave no gaps, reprints create no duplicates, and printing takes one click.
Scheduling
Therapist schedules at a glance, with PDF rosters to share.
Finance and performance
Daily closing, monthly P&L and therapist performance are calculated automatically, with multi-level split rules.
AI session notes
Session recordings are transcribed automatically overnight, then organized into structured notes by AI, reducing therapists' paperwork.
Permissions and audit
Separate permissions for front desk, therapists and managers, with important actions logged.
Architecture
- One backend and one interface: Windows PCs at the front desk, phones for therapists (can be added to the home screen)
- Data is stored on the clinic's own server with automatic daily backups
- Remote access over an encrypted connection, with no open network ports
- Speech recognition runs locally, and the AI organizing service can be chosen as needed
Technology
- Python
- FastAPI
- PostgreSQL
- SQLite
- PWA
- Windows desktop
- Local speech recognition
- Large language models
- PDF receipt printing
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