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Physical Therapy Onboarding: Eliminating the Paperwork Bottleneck with AI

Written by - Customer Success TeamLast Updated - February 6, 2026

See how Sam (AI Office Manager) automates the onboarding workflow and API integrations to ensure a seamless PT patient experience.

Key Insight

The first 24 hours of a PT referral are critical. Samara’s AI Office Manager, Sam, automates the <strong>Onboarding Workflow</strong>, resulting in a <strong>30% faster 'referral-to-first-visit' time</strong> and a significant reduction in patient drop-off.

Automating the Intake Engine

When a referral comes in, Sam handles the Onboarding Workflow Automations/API’s, reaching out to the patient via Vini (AI Receptionist) to schedule their initial eval. This removes the manual labor of calling and tracking new leads. By the time the patient arrives, their contact info and insurance are already synced into the EHR by Sam, creating a Single Source of Truth.

Measurable Impact

  • 100% Compliance with Onboarding: Every patient receives the same high-touch onboarding experience, regardless of how busy the front desk is.
  • 25% Increase in POC Completion: By starting the relationship with a seamless digital experience, patients are more likely to complete their full Plan of Care.
  • Zero Manual Data Entry: Sam’s bi-directional sync ensures that your therapists spend their time treating, not typing.

Conclusion

In Physical Therapy, the outcome starts at onboarding. Samara AI Teams ensure that your practice’s first impression is both professional and autonomous.

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