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IT support for physiotherapy clinics

A physio clinic lives by its appointment book and its ACC claims. We keep the devices, sign-ins and connections behind both working, so treatment time goes to patients rather than frozen screens.

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From $69per user per month + GST, prices on the page
No lock-inmonth-to-month plans, 30 days' notice
Onsitetechnicians across Auckland and Hamilton
One teamfor IT, security, internet and phones

IT for physiotherapy clinics

Physiotherapy is a high-turnover kind of practice. A busy clinician can see a dozen or more patients in a day, writing notes between sessions, sending exercise programmes to phones and lodging ACC paperwork as they go. Reception books, reschedules, takes payments and answers enquiries all at once. When the practice software is slow or a treatment room laptop will not connect, those minutes come straight out of appointments that are already tightly scheduled, and a patient waiting at the desk notices.

Physiotherapists also hold health information, so the Health Information Privacy Code 2020 applies to notes, injury histories and referral letters just as it does for a GP. Many clinics have grown from a single room into several sites or contractor arrangements, with clinicians bringing personal phones and tablets and logging in from home to finish notes. That flexibility is useful, but it often leaves no clear picture of who can reach patient records and from which device.

Office IT supports physio clinics with three to seventy-five staff. We set up reception and treatment room devices that start quickly and stay updated, secure the cloud practice system with individual multi-factor sign-ins, sort out Wi-Fi that reaches every room and the gym floor, and keep card payments separate from everything else. For clinics with more than one site we keep the setup consistent, so a clinician can move between locations and find everything working the same way.

Common IT problems in this industry

Notes written between sessions

Clinicians have a few minutes between patients to finish notes and invoices. A slow laptop or dropped Wi-Fi in a treatment room pushes that work into the evening.

ACC claims and invoicing

Most clinics depend heavily on ACC-funded treatment. If claims and invoices cannot be lodged reliably, cash flow suffers and admin piles up at reception.

Contractors and personal devices

Contract physios often use their own phones and laptops. Without controls, patient notes end up cached on devices the clinic does not manage.

Gym and rehab space coverage

Rehab gyms and Pilates studios are often at the back of the building, where Wi-Fi is weakest but tablets and exercise apps are used the most.

Card payments at the desk

Payment terminals and the booking system share a busy front desk. Card data needs to stay away from the general office network.

Several sites, mixed setups

Clinics that open a second or third location often end up with different routers, printers and sign-in habits at each one, which makes support slow.

What we set up for you

Individual sign-ins with multi-factor

Every clinician and receptionist has their own account for the practice system and Microsoft 365, so records show who did what and leavers are removed in one step.

Managed treatment room devices

Laptops and tablets for notes are encrypted, kept current and set to lock when unattended, so an open record is never left on a screen in an empty room.

Wi-Fi that reaches every room

We survey the clinic and place access points so treatment rooms, the gym and reception all have a steady signal, with a separate guest network for patients.

Personal device rules

Contractors who use their own phones can be given access through managed apps, so clinic data can be removed from the device without touching their personal files.

Separate payment network

Card terminals sit on their own segment with only the access they need, which simplifies card security questions from your bank or payment provider.

Consistent multi-site setup

Each location gets the same network design, printer setup and device standards, documented so any of our technicians can help any site.

Systems we support

We work with the software and equipment your business already relies on, and with your software vendors when something needs their help.

  • Cloud practice management systems such as Cliniko and Gensolve
  • ACC claim lodging and invoicing through your practice software
  • Online booking with SMS and email reminders
  • Exercise prescription and home programme apps
  • Video consultations for follow-up appointments
  • EFTPOS and card terminals linked to billing
  • Microsoft 365 for email, documents and rosters

Start with a free IT health check

A technician reviews your computers, accounts, backups, security and network, then gives you a short written report with the risks ranked and a price to fix them. No charge, no obligation.

Book the health check

Services that fit

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Managed IT

One monthly price per person for support, security, updates and backups. Your outsourced IT team.

Managed IT
Technician patching network cables into a switch

Networks & Wi-Fi

Firewalls, switches, Wi-Fi and structured cabling that are designed, labelled and documented.

Networks & Wi-Fi
Network cables plugged into a firewall in a rack

Cyber security

Practical protection against scams, ransomware and account takeover, set up and kept current.

Cyber security

IT for physiotherapy clinics: questions

Can you help when ACC claims will not submit?

We check the parts that sit on our side: the device, browser, sign-in, network connection and any certificates or security settings your practice software needs. If the problem is with the software or ACC's own systems, we gather the details and raise it with the right support team so reception is not left chasing it.

Our physios use their own phones for notes. Is that safe?

It can be, with the right setup. We use Microsoft's app protection so patient data stays inside approved apps, cannot be copied to personal storage and can be wiped if a contractor leaves, without touching their photos or personal messages.

How do we cover the rehab gym with Wi-Fi?

We do a site survey, then install business-grade access points where they are needed, often including one dedicated to the gym or studio. Any data cabling for those access points is low-voltage work we handle ourselves.

Does the Health Information Privacy Code apply to physiotherapists?

Yes. Physiotherapy clinics are health agencies and the Code covers patient notes and records. We put in the technical safeguards it expects, such as encryption, individual sign-ins and tested backups, while your privacy officer looks after policies and patient requests.

We are opening a second clinic. Can you set it up?

Yes. We quote the project in writing first, then set up the internet connection, network, Wi-Fi, printers and devices to match your existing clinic. For sites in Auckland and Hamilton a technician does the installation onsite.

Which plan suits a small physio clinic?

Most small clinics start on the Managed plan at $119 per user per month plus GST, which covers unlimited remote support, email security and Microsoft 365 backup. Clinics that want onsite visits and staff security training included choose Complete at $169.

Other industries we work with

When IT breaks, work stops.
Let's keep it running.

Start with a free IT health check. We'll show you what is working, what is at risk and what it would cost to fix.

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