Balance Therapy Triples Patient Intake
How a 6-therapist physical therapy clinic replaced two disconnected tools with one platform — and dramatically grew their patient base.
The Challenge
Balance Therapy had the clinical expertise to treat more patients, but their intake process was a bottleneck. Jane App handled scheduling and clinical notes, while Mailchimp ran referral campaigns — but the disconnect between the two systems meant potential patients were falling through the cracks.
New patient inquiries sat unanswered for hours. The intake forms were paper-based, requiring manual data entry. And referring physicians had no easy way to track their patients' progress.
- New patient inquiries unanswered for 4-6 hours on average
- Paper intake forms causing 30+ minutes of data entry per patient
- No automated follow-up for missed appointments or plan completion
- Referring physicians had zero visibility into treatment progress
The Solution
Balance Therapy migrated to Dewx in two weeks, unifying patient intake, scheduling, communication, and referral management into a single platform.
GTM Hub — Patient Intake
Online intake forms, insurance verification, and instant appointment scheduling from a single workflow.
Portal — Patient Communication
Automated appointment reminders, home exercise follow-ups, and two-way SMS messaging.
CX Hub — Treatment Tracking
Track patient progress across treatment plans with milestone alerts and outcome reporting.
Dew AI — Referral Outreach
AI-generated referral reports and physician outreach emails that tripled referral volume.
The Results
3x
Patient intake volume
< 15 min
Average inquiry response time
30 min
Saved per patient on intake
2 → 1
Tools consolidated into Dewx
Timeline
Set up digital intake forms, automated scheduling, and SMS reminders for all therapists.
Launched physician referral portal and AI-powered outreach campaigns.
Inquiry response time dropped from 4 hours to under 15 minutes; intake doubled.
Patient intake tripled with same staff; referring physician network grew by 60%.
“Our intake process was a mess — paper forms, missed calls, and patients giving up before they even got scheduled. Dewx automated everything from first inquiry to first appointment. We're treating three times more patients without adding a single staff member.”
Features That Made the Difference
Digital Intake Forms
Patients complete forms online before arrival.
Automated Reminders
SMS and email reminders cut no-shows in half.
Treatment Tracking
Monitor patient progress across care plans.
AI Referral Outreach
Generate physician outreach that converts.
Therapist Scheduling
Smart scheduling across all therapists.
Insurance Verification
Verify coverage before the first visit.
Ready to Grow Your Practice?
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