How Kinetic Recovery Physical Therapy Achieved 90% Pre-Arrival Form Completion and Reduced No-Shows by 40%
About Kinetic Recovery Physical Therapy
Kinetic Recovery Physical Therapy operates three outpatient rehabilitation clinics across the Austin metro area. Founded by Dr. Michael Tavares in 2018, the practice specializes in sports rehabilitation, post-surgical recovery, and chronic pain management. The team treats over 400 patients monthly across their three locations.
The Challenge
Paper Intake Forms and Appointment No-Shows Were Killing Productivity
Every new patient at Kinetic Recovery faced a 15-minute intake process involving clipboards, paper forms, and manual data entry by front desk staff. With back-to-back appointments, this created bottlenecks that pushed the entire schedule behind.
Making matters worse, appointment no-shows were costing the practice thousands in lost revenue monthly. Without an efficient reminder system, patients simply forgot their appointments or failed to cancel in advance.
- 15+ minutes spent on paperwork per new patient
- Illegible handwriting caused frequent data entry errors
- HIPAA compliance concerns with paper document storage
- 25% no-show rate was devastating revenue
- Front desk staff overwhelmed with administrative tasks
The Solution
Digital Patient Intake and Automated Scheduling
Kinetic Recovery implemented Formfy to create HIPAA-compliant digital intake forms that patients complete before arriving at the clinic. When a new patient books an appointment, they automatically receive a link to complete their medical history, insurance information, and consent forms from home.
The appointment scheduling system sends automated email and SMS reminders at 48 hours, 24 hours, and 2 hours before each appointment. Patients can easily reschedule through the system if needed, opening slots for other patients.
Features Used
The Results
More Patient Care, Less Paperwork
The transformation was remarkable. Now 90% of patients complete all their paperwork before stepping foot in the clinic. Check-in takes less than 2 minutes, and appointments start on time.
The automated reminder system slashed no-shows from 25% to just 15% — a 40% reduction that recovered thousands in monthly revenue. Front desk staff now spend their time on patient care coordination instead of paperwork.
- 90% of patients complete forms before arrival
- 40% reduction in appointment no-shows
- 15 minutes saved per new patient intake
- 100% HIPAA-compliant digital workflow
- Front desk staff reassigned to patient care coordination
Patients love completing their paperwork at home before their appointment. They're not rushed, they can gather their insurance information, and they actually read the consent forms. Our front desk staff can finally focus on welcoming patients instead of handing out clipboards.
Dr. Michael Tavares
Founder & Clinic Director at Kinetic Recovery Physical Therapy
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