Physiotherapy & Rehab
Paperwork at the front desk, notes written between patients, and an insurer report due on a deadline somebody else set. The treatment hour gets defended first, because that is the hour the clinic actually sells.
Four things a physiotherapy clinic loses hours to. Not a feature list: these are the places the same work gets done twice.
Intake paperwork at the front desk
Progress notes between patients
Insurer and WSIB reporting
Discharge and re-booking
Each one takes the workflow as it runs today and works it end to end. Every one is labelled a concept, and every number in them is either sourced or marked a design target.
A physiotherapy clinic's insurer reporting is not documentation, it is aggregation: twelve visits of measurements and notes compressed into one structured report on a deadline set by somebody else. This is the transformation that assembles the trend from the record and leaves the clinical reasoning to the therapist.
12 to 1
Visits a single progress report compresses
Most practices start at stage one or two, because that is where the risk is cheapest to remove. You can stop after any of them, and the first slice is a fixed fee.
Practice Audit
A one-page list of what to fix first What it costsWorking Pilot
A working tool your staff can actually use What it costsBuilt and Live
A live tool and the keys to it What it costsScale Across Sites
Every location on one standard What it costsYour practice is the custodian. Under PHIPA the practice holds the personal health information and the responsibility for it. The agreement covering this work names Yantrax Labs as an agent of the practice under section 17, the privacy impact assessment is finished before anything touches a live chart, and every access to a record is logged and auditable. How the roles work.
Will it work with your system? Your software vendor sets the ceiling, not the studio you hire, and the four systems these practices run differ by who is allowed to build at all. What each one actually allows.
It removes the re-typing. Intake paperwork at the front desk, progress notes written between patients, insurer and WSIB reporting, and discharge and re-booking are the four places a physio clinic loses its week. The patient description becomes the intake, the intake becomes the start of the record, and twelve visits of measurements get assembled into one structured progress report for a therapist to review.
It assembles them, which is the part that actually takes the Sunday afternoon. Insurer reporting is aggregation more than documentation: measurements and notes across roughly twelve visits, compressed into one structured report on a deadline somebody else set. The trend is drafted from the record and the clinical reasoning stays with the therapist, who edits and signs before anything reaches an insurer.
No. Many physio clinics still run a desktop practice management system with paper and PDF intake and manual claim entry into insurer portals, and that system stays the source of truth. The redesign connects those three steps into one reviewed flow so the same information is entered once, rather than swapping the software the clinic already knows how to run.
A clinician approves every step that carries consequence: the record, the outcome measures, the report and the claim. Drafting happens automatically, confirming does not. Every step is explainable, reversible and overridable, and accuracy is scored against the clinic own historical cases rather than demonstrated once at launch.
Before anything touches a chart
Canadian data residency
Records and processing stay in Canada.
Privacy impact assessment first
Completed before any patient record is used.
PHIPA s.17 agent agreement
Written into the service agreement.
Zero data retention
Nothing is stored after processing or used to train models.
An audit log on every access
Every access to a record is logged.
A clinician approves
Nothing enters a chart without review.
These are commitments in every engagement, not badges on a wall. We are a studio, not a certified platform, so we will not show you a logo we have not earned. What we can put in writing is how the work is built, where your records live, who is accountable for it, and what goes in the contract before a single patient record is touched.
Run a clinic where intake and notes eat the treatment hour? A free consult maps your version of it, and what the therapist gets back.
The founder is on every engagement. Specialists join for the stage that needs them, never an account manager.
