Prescriptions captured. Appointment series booked. Treatment specializations sorted.
Physiotherapy practices live on prescriptions and follow-up appointments, not walk-ins. Your AI phone assistant captures prescription data (diagnosis, therapy code, units), books appointment series with correct intervals and assigns patients to therapists by specialization (CMD, MLD, scoliosis therapy, pelvic floor).
Notice under EU AI Act Article 50:On the first ring, the agent says clearly: you're talking to an AI. Just ask, and the agent connects you to a human.How we use AI
What does the AI phone assistant do for physiotherapy practices?
The AI phone assistant for physiotherapy practices captures prescription data (diagnosis, therapy code KG/MT/MLD, unit count, prescribing physician), checks therapists with the right specialization, suggests series options with correct intervals (e.g. 2x per week Mon+Thu, 30 min each) and books up to 8 follow-up appointments in the same call, including expiry notice within 28 days.
EU-Sovereign · GDPR · AI Act
Made in Germany. Hosted in Europe. The AI processing stays in the EU too, without US providers.
GDPR-compliant on EU servers
All calls, transcripts and knowledge data are processed encrypted on Hetzner Cloud in Falkenstein and Nuremberg, with data processing in the EU. A DPA under Art. 28 GDPR is in place.
Hosting: Hetzner Online GmbH, Germany, ISO 27001:2022 certified (Falkenstein, Nuremberg)
AI processing runs with European providers in the EU, not with US corporations like OpenAI, Google or Amazon. No training on your data.
Speech recognition with EU processing and speech synthesis from a German provider, customers receive the named provider list in the dashboard.
Auto-deletion: 30 days default, adjustable up to 365 days depending on your package
AI Act Art. 50, met by default
From 2 August 2026 every AI system must disclose to end users at the start of the conversation that it is AI-based. rinqo makes this the default setting in every channel, from first contact.
Voice: mandatory disclosure as first audio frame, before any answer
Chat/Email: AI label in footer and subject
Synthetic audio will be machine-watermarked once Code-of-Practice (June 2026) ships
Penalty: up to €15M or 3 % global annual turnover, the lower amount for SMEs
Sources: GDPR Art. 28 + 32 · EU AI Act Regulation 2024/1689 · DSK guidance on artificial intelligence and data protection (German data protection conference, 2024). This overview does not constitute legal advice.
Why physiotherapy practices need an AI agent.
212,000 physiotherapists work in Germany. They treat, and while they treat, the phone rings. Patients call with the prescription in hand and need a series of appointments, not a single one. The practice has to match the right specialisation, CMD therapy, lymphatic drainage, scoliosis therapy, pelvic floor, and keep the intervals between sessions. The prescription expires 28 days after it is issued: whoever does not get an early first appointment loses it. Whoever is left hanging on the phone goes to the next practice.
Patients need series bookings, not single appointments, manual entry is time-consuming
Without prescription pre-check on the phone, patients arrive without valid prescription
Certain specializations (CMD, MLD, scoliosis therapy) cannot be booked with every therapist
Self-payers and private patients have different rates, consulting costs the team time
“
We don't book one appointment on the phone, we book six or ten. A prescription is a whole series. Manual entry takes forever.
How the phone agent works for physiotherapy practices.
Your AI phone assistant captures the prescription structurally: diagnosis, therapy code (KG, MT, MLD, KG-ZNS, PNF), unit count, prescribing physician. Based on the therapy code it suggests therapists with matching specialization. Appointment series are planned with correct intervals, 2x per week Mon+Thu or Tue+Fri, 30 min each. With prescription expiry within 28 days it points out the late-start notice. Self-payer rates and private services are communicated transparently. On cancellations it automatically activates waiting lists.
Why rinqo for physiotherapy, prescription logic, GDPR, appointment series.
Physiotherapy practices need more than an appointment booking tool. They need an agent that understands prescription logic, recognizes therapy codes and plans appointment series with correct intervals.
Prescription logic
Therapy codes recognized, series structured.
The agent knows KG, MT, MLD, KG-ZNS, PNF, BG, massage. It assigns the prescription to matching therapist specialization, checks expiry period (28 days), suggests series options with correct intervals and books up to 8 follow-up appointments in the same call.
Patient data: stored in Germany, processed only in the EU.
rinqo processes all calls exclusively in EU data centers: Hetzner Falkenstein and Nuremberg. No data flow to the US, processing stays entirely in the EU. The DPA per Art. 28 GDPR is digitally signable by default.
Hetzner Falkenstein DE · DPA Art. 28 included · Processing in the EU
AI Act Art. 50 (effective 02.08.2026)
Disclosure automatic, compliance without effort.
From 2 August 2026 Article 50 requires disclosure for AI phone assistants. rinqo handles this automatically, wording editable per practice voice.
Audio disclosure per call · Editable per brand voice
rinqo vs classic solutions for physiotherapy practices.
Comparison of common options.
Feature
rinqo
All channels, one plan
DE IVR
classic phone system
US Voice AI
international providers
Answering machine
Classic
Prescription capture
Therapy code recognition
Custom setup needed
Appointment series booking
up to 8 appointments in the same call
Therapist specialization
CMD/MLD/scoliosis recognized
GDPR + EU data center
Hetzner DE
CLOUD Act
AI Act Art. 50 disclosure
Automatic
Not an AI system
Not an AI system
What your agent does for physiotherapy practices
Capture prescription data (diagnosis, therapy code, units, prescribing physician)
Plan appointment series with correct intervals
Assign therapists by specialization (CMD, MLD, scoliosis, pelvic floor)
Communicate self-payer rates and private services
Pre-qualify home visit requests with travel + mobile therapist
What the Phone Agent can do
Answers common questions automatically
Books appointments directly in your calendar
Qualifies inquiries and captures contact details
Routes complex cases to your team
Speaks 17+ languages
Learns from your website and documents
Honest answers to real concerns.
The four questions every practice owner asks us before they start.
Does this work with our practice management system (Theorg, Buchner, Therapieorganizer)?
The agent books via Google Calendar, Microsoft Outlook, or a calendar with CalDAV access, such as iCloud or Nextcloud. If your practice software (such as Theorg, Buchner, or Therapieorganizer) has an open interface, it can be connected via REST API or webhooks, we set that up on request. Alternatively, sync runs via your calendar.
Does the agent recognize different therapy codes?
Yes. The agent knows the common therapy codes (KG, MT, MLD, KG-ZNS, PNF, BG, massage) and assigns them to matching therapist specialization.
What happens with prescription expiry?
The agent checks the issue date and notes the late-start notice when 28-day expiry threatens. It suggests the fastest possible first contact so the prescription doesn't expire.
Frequently asked questions for physiotherapy practices.
Yes. For a 6-unit prescription the agent suggests two series options (e.g. Mon+Thu or Tue+Fri 30 min each) and books the 6 appointments in the same call, up to 8 follow-up appointments are possible. The practice gets a compact email summary.
The agent checks the issue date and notes the late-start notice when 28-day expiry threatens. It prioritizes early first contact so the prescription doesn't expire.
Yes. The agent knows the common therapy codes and specializations from your therapist list. It assigns patients to the right therapist and blocks corresponding slots.
The agent knows your rates for self-payers and private services from the knowledge base. On these calls it transparently communicates the rates before booking.
Mid-size practices with 180 calls a week need a larger allowance; we work that out in the first call.
Phone Agent for physiotherapy practices. Set up by us.
Founder of rinqo. Builds a company memory where an organisation's knowledge comes together and stays available, and the AI agents that work from it: on the phone, in the inbox, in chat, in marketing and in further roles. Writes here about bringing AI into companies, about data protection, and about what holds up in daily operation. Developed in Germany, processed in the EU, no US providers.
