Class scheduling software for your physical therapy clinic

Avana is for the group side of your physical therapy clinic. A back class, a rehab group after knee surgery, a falls prevention class or an exercise group for people with long-term conditions: groups that need to stay small, run at fixed times and have a physical therapist who knows everyone. Software for clinic group classes should keep those groups tidy and let members book themselves, next to the system where you keep treatments and records.

Small groups at fixed times

In Avana you set up each exercise group once, with a name, a length, a level, a physical therapist and a maximum number of places. A group that meets weekly is on the schedule months ahead, and an extra session goes in on its own date. The physical therapist or the number of places can vary per slot, for example a smaller group on Friday.

You choose the cap, so each group stays small enough to supervise everyone properly. When a group is full, a member joins the waitlist, and when a place frees up the first person on the list is offered it automatically.

From treatment to a group

Someone who carries on training in a group after their treatment is a member in Avana. You share the link to your page, and the member books a place in the right group. A first introductory session can be sold as a trial, once per member. Members sign in with a code sent by email, so there's no password, and they can see which sessions are coming up and what's left on their pack.

On Studio Plus a new member fills in a short health questionnaire at their first booking, with yes-or-no questions, a few open questions and a signature. You and your team see the answers on the member's card. They never appear in an email or an export. It's a questionnaire before the first class, and it isn't a medical record.

Fixed courses and class packs

If you run a program over a number of weeks, Studio Max sells it as a course. The whole group books and pays for every session at once, and canceling a single session from the course doesn't give credit back.

For an ongoing exercise class, a membership charged to the member's card every month works well. For someone who doesn't come every week, a pack with an expiry date you set fits better. Members pay for themselves, online or at your front desk.

One-to-one sessions alongside the group

If someone wants a session alone with a physical therapist on top of the group, Studio Plus lets you offer private or duet sessions. Each physical therapist sets when they're available, and the member picks a time in the coming weeks and pays straight away. These are training sessions, so they live apart from your treatment calendar.

Messages that do the routine work

Every member gets a confirmation after booking and a reminder the day before, with the address and what to bring. If a session is called off, for example because a physical therapist is ill, everyone in that group hears about it at once, and anyone who booked with a pack gets the session back.

On Studio Plus a new member gets a welcome after their first session, and someone who hasn't been for a few weeks gets an invitation to book again. That keeps people moving after their treatment has finished.

Therapists, rooms and attendance

Each physical therapist has their own login and sees their schedule and who is in the group. On Studio Plus you tick off who attended each session, and a member's card shows how often they missed one. If someone is off, one message asks the team for cover.

If you have an exercise room and a smaller space, Studio Plus lets you add both, and two groups can't be booked into one room at the same time. Working from several sites? They all sit on one schedule, with the right address in every email.

What Avana doesn't do

Avana doesn't do insurance billing, isn't a record system and keeps no clinical notes, referrals or treatment plans. Your treatments and documentation stay in your own practice software. Avana handles the group classes only: the schedule, booking and payment by members, the waitlist and the messages. It makes no medical or compliance claims for your clinical work.

Choosing for your clinic

Compare systems on commission, on contract length and on how simply a member can book a place. Avana charges no commission, runs month to month, and members book the browser or the app without a password. Monthly prices are a little further up. If you work from a list or another system today, we move your members and their credit across for free; there's a guide for switching from Mindbody too.

Offer Pilates or personal training in your clinic as well? Those classes share the schedule with your groups. Every type of studio Avana works for is listed under studio software.