Physiotherapy new patient intake procedure
SOP template
Check this template against your local regulations and your own policies before you use it.
| SOP no. | Version | Effective date | |||
|---|---|---|---|---|---|
| Owner | Approver | Review date |
Purpose
To make sure every new patient is booked correctly, their funding is confirmed, and their health information is ready before the first appointment.
Scope
Every new patient and every returning patient with a new condition.
Responsibilities
| Role | Responsibility |
|---|---|
| Receptionist | Books the appointment, checks funding, sends forms and explains fees. |
| Physiotherapist | Reviews the forms, screens for red flags and gets consent. |
Procedure
Book the right appointment
Ask about the problem and book an initial consultation with enough time.
Check referral and funding
Record whether the patient has a referral, private insurance, or a workers’ compensation or accident claim, and get the claim details.
Send the forms
Send intake, health history and privacy forms to complete before the visit.
Explain fees and cancellations
Tell the patient the fee, any gap and the cancellation policy.
Screen for red flags
The physio reviews the forms and asks about red flags, such as unexplained weight loss, night pain or loss of bladder control.
Caution: Refer the patient to a doctor or emergency department straight away if red flags suggest a serious condition.
Get consent
Explain the assessment and treatment, and record the patient’s consent.
Records
- Intake, health history and privacy forms.
- Referral and claim details.
Related documents
- Patient consent procedure
Revision history
| Version | Date | What changed | Approved by |
|---|---|---|---|
