Choosing Physiotherapy Software in NL/BE: 7 Must-Haves for Independent Practice

Classic practice software packages are often built for large group practices, cost €60–€120 per month, and feel like they were designed in 2008. For an independent physiotherapist or small practice, that's overkill. Good physiotherapy software truly excels at three things: fewer no-shows, faster administration, and patients booking their own appointments.

Below are the seven must-haves to look for when comparing options.

1. Patient Books Themselves — 24/7

The biggest time-saver is an online booking page. The patient chooses a time from your actual calendar, immediately receives confirmation, and you no longer have to call back.

Pay attention to:

• Does it work on the patient's phone?
• Can the patient cancel or reschedule themselves?
• Does it sync with your Google Calendar?

2. Automatic SMS and Email Reminders

No-shows cost an average of €40–€60 per missed treatment. An SMS reminder 24 hours in advance reduces no-shows by 30 to 50%. Do the math: with 4 fewer no-shows per month, you're already looking at €160 in profit, well more than an entire software subscription.

Check if SMS reminders are included (often not with classic packages — there you pay €0.10 per SMS extra).

3. Patient File That Complies with GDPR

You process medical data. That means:

• EU hosting (no American servers)
• Processor agreement available
• Export and deletion at the patient's request, in 1 click
• Two-factor authentication for your own login

Boeked hosts in Frankfurt and has GDPR export built-in.

4. Invoices Accepted by the Health Insurer

For patients who submit claims themselves to their health insurer, invoices must contain:

• Date and description of the treatment
• Performance code (if applicable)
• Your AGB code and VAT number
• Amount and VAT specification
• Patient's name and address

Good software fills this in automatically and sends a PDF to the patient.

5. Waiting List for Your Busy Hours

If your evening hours are always full and someone cancels, you don't want to manually call 8 people. A waiting list that automatically offers the next patient an open spot is golden.

6. Works on Tablet or Phone

Many classic packages are desktop-only. Need to quickly look something up on your phone between treatments? Then the software simply has to work on mobile. Test this explicitly during the trial period.

7. Fair Price Without Surprises

Classic physio packages charge €60–€120 per month, plus SMS costs, plus per additional therapist. For one or two independent professionals, that's a lot.

Look for:

• Monthly rate including everything (SMS, payments, reminders)
• Monthly cancellable — no annual contract
• No costs per appointment

Boeked costs €19/month all-in, with a 30-day free trial.

What's Not Included in Boeked?

To be honest: for complex DBC links with health insurers or advanced EPD functions (extensive exercise schedules with video, clinical measurement module), you need a specialized package. For most independent physios and small practices that bill directly to the patient, Boeked is more than sufficient.

Quick Checklist for Your Comparison

• Online booking page with Google Calendar sync
• SMS + email reminders included
• GDPR compliant and EU-hosted
• PDF invoices with your logo
• Waiting list function
• Works on phone and tablet
• Fixed rate, monthly cancellable
• Dutch interface and support

Conclusion

For most independent physiotherapists, a light, mobile, all-in package is enough. You save the cost of two to three no-shows per month, plus an hour of administration per week. Start with a trial: only in practice will you discover if the software fits your way of working.

Try Boeked as physiotherapy software — 30 days free, no credit card required.