A clinic with freelance physios is not a standard medical scheduler
Most physiotherapy scheduling software is built for the in-house model: one practice, one or two physios who are employees, fully integrated patient records. If your clinic looks different — rooms rented to 5-10 independent physios who keep their own practices — that software fits badly.
The friction points:
- Two physios want the same treatment room at 11am Wednesday. You're the one fielding the texts because the system has no concept of "shared rooms".
- Settlement at end of month is a manual reconciliation — each physio with their own rate, some on percentage, some on flat per-visit, some with corporate-rate exceptions.
- A patient cancels last minute and the room sits unused while two physios are turning patients away across the hall.
Gymiti: the clinic-as-room-rental model
Gymiti treats the clinic as a set of shared rooms rented to independent professionals — exactly the model many modern PT clinics actually operate.
What changes:
- Each physio sees their own calendar + which rooms are available, books their own appointments, and the system enforces room conflicts.
- Settlements compute themselves with per-physio rates, including different rates for different visit types (first consultation, follow-up, manual therapy, etc.).
- Patient records remain with each physio — Gymiti handles the room/calendar/settlement layer; patient notes and clinical data stay in whatever EMR each practitioner uses.
Features for a multi-physio clinic
1. Room-level scheduling with conflict detection
Set each treatment room as a resource with capacity (usually 1 — single patient at a time). The system blocks overlapping bookings automatically.
2. Per-visit-type pricing
Configure pricing per visit type per physio: initial consultation, follow-up, manual therapy, dry needling, sports rehab. Each booking carries the right price.
3. Buffer time between appointments
Define the cleanup/changeover window between bookings, so the calendar doesn't pretend two back-to-back appointments are possible when they aren't.
4. Smart cancellation policy
Cancellations up to 12h before — automatic. Inside the window — only when the room would still earn revenue. Protects the practice from late-cancellation revenue loss.
5. Multi-location support
Multiple clinic locations on a single account, each with its own subdomain (e.g. downtown.gymiti.com, westside.gymiti.com). Physios can work across locations with one login.
6. GDPR-compliant by default
EU-hosted, data export and deletion built in. Important for handling patient appointment data.
Onboarding
- Configure each clinic location and its treatment rooms.
- Set visit types and the price each physio charges per visit type.
- Invite physios by email — they set up their profile and start scheduling patients.
What Gymiti isn't (and shouldn't be)
Gymiti is not an EMR (Electronic Medical Records) system. It doesn't store clinical notes, treatment plans, or patient diagnoses. It handles the operational layer — room booking, calendar, settlement — and integrates well with whatever clinical software each physio already uses.
For the clinic owner, this separation is actually a feature: you don't want patient health records sitting in your room-rental software, and your physios likely already have systems they prefer.
How it differs from Cliniko, Jane App, ClinicSense
| Gymiti | Cliniko | Jane App | ClinicSense | |
|---|---|---|---|---|
| Built for room rental to independent practitioners | ✅ | ⚠️ employee model | ⚠️ | ⚠️ |
| Per-physio settlement reports | ✅ | ❌ | ❌ | ❌ |
| Multi-location subdomains | ✅ | ⚠️ | ⚠️ | ❌ |
| EMR / clinical notes | ❌ (use Cliniko/Jane for that) | ✅ | ✅ | ✅ |
The right setup for many clinics is Gymiti for operations + your physios' preferred EMR for clinical work. Different layers, different tools.
FAQ
Do my physios need to use Gymiti for patient records?
No. Gymiti is for room/calendar/settlement only. Patient clinical records stay in whatever EMR each physio uses (Cliniko, Jane, etc.).
Can patients book themselves online?
Yes, optionally. You can enable a public booking page per physio, or keep bookings physio-managed.
How do you handle insurance / corporate billing?
Each physio can have multiple rate cards (private pay, insurance rate, corporate contract rate) and pick the appropriate one per booking. Settlement reports separate revenue by rate type.
What about HIPAA / GDPR?
Gymiti is GDPR-compliant and EU-hosted. For HIPAA, since Gymiti doesn't store clinical records, the compliance burden mostly sits with your EMR. We don't market as HIPAA-covered.
Multiple locations — same physio?
Yes. A physio can be invited to multiple studio locations and switch between them via the location selector.
Pricing?
See the pricing page. Cost scales with active practitioners and rooms. 14-day free trial.