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).
by Sven Pflüger · Founder & CEO, Rinqo·Last updated:
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 all units in one go, including expiry notice within 28 days.
EU-Sovereign · GDPR · AI Act
Made in Germany. Hosted in Europe. AI-Act-ready before the deadline.
GDPR-compliant on EU servers
All calls, transcripts and knowledge data are processed encrypted on Hetzner Cloud in Falkenstein and Nuremberg, no US Cloud Act exposure, no third-country transfer. DPA in place.
LLM inference: Microsoft Azure OpenAI Service (Microsoft Ireland, Sweden Central, EU Data Boundary) as single-AI backbone — OVHcloud as opt-in Pure-EU failover
Speech: Deepgram in EU setup + KugelAudio (German company, EU-hosted)
Auto-deletion after 30/90 days, configurable per org
AI Act Art. 50, implemented before 2 Aug 2026
From 2 August 2026 every AI system must disclose to end users at the start of the conversation that it is AI-based. Rinqo enables this by default everywhere, before the deadline, not after.
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 (whichever is higher)
Sources: GDPR Art. 28 + 32 · EU AI Act Regulation 2024/1689 · BfDI guidelines.
Why Physiotherapy practices need an AI agent.
An average physiotherapy practice serves 200 to 350 active prescriptions in parallel per ZVK heilmittelreport and receives 120 to 220 calls per week. Patients typically call after a doctor appointment, prescription in hand, needing an appointment series (6 or 10 treatment units) instead of a single appointment. The practice must assign therapists with matching specialization, CMD therapy, lymphatic drainage, scoliosis therapy, pelvic floor, and maintain correct intervals between units (typically 2-3 days). Private patients and self-payers have different rates and consulting needs. Prescription expires 28 days after issue, patients without quick first appointment lose the prescription.
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 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.
200-350active prescriptions per practice (ZVK heilmittelreport)
28 daysprescription expiry period after issue
6-10treatment units per standard prescription
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 all units in one go.
Rinqo processes all calls exclusively in EU data centers: Hetzner Falkenstein and Nuremberg. No data flow to the US, no CLOUD Act exposure. The DPA per Art. 28 GDPR is digitally signable by default.
Hetzner Falkenstein DE · DPA Art. 28 included · No US cloud
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
from €99 net/mo
DE IVR
classic phone system
US Voice AI
international providers
Answering machine
Classic
Prescription capture
Therapy code recognition
Custom setup needed
Appointment series booking
6-10 units in one go
Therapist specialization
CMD/MLD/scoliosis recognized
GDPR + EU data center
Hetzner DE
CLOUD Act
AI Act Art. 50 disclosure
Automatic
,
,
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
Features of the Phone Agent
Answers common questions automatically
Books appointments directly in your calendar
Qualifies inquiries and captures contact details
Routes complex cases to your team
Speaks 20+ 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 Cal.com or Google Calendar. Direct integrations to Theorg, Buchner and Therapieorganizer are in preparation. Until then sync runs via calendar bridge, typical 15-minute setup.
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 about the Phone Agent for your industry 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 all 6 appointments in one booking process. 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.
Starter plan from €99 net/month (500 credits). Mid-size practices with 180 calls per week typically run on Pro plan (€349, 2,000 credits).
Sven builds Rinqo from a simple observation: most AI tools are designed in San Francisco and sold in Berlin. The workshop in the Black Forest, the veterinary practice in Salzburg, the family hotel in Tyrol get software that doesn't speak their language. Rinqo flips that. On European servers, set up in ten minutes, in twenty languages. With templates built by the industries themselves.
