Building a Welcoming Online Presence for Physical, Occupational, and Speech Therapists

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Create a Welcoming Online Presence

In our digital age, the importance of creating a welcoming online presence cannot be overstated. This is particularly true for physical, occupational, and speech therapists, where building trust and connecting with clients are key to successful outcomes. Your online presence is your first opportunity to make a good impression and can be the deciding factor when a potential client is trying to decide between you and your competitors. By embracing digital tools and strategies, therapists can enhance their practice’s accessibility, convenience, and overall experience for clients. But what does it mean to create a welcoming online presence? Let’s find out.


Develop an Engaging Website

A well-designed and informative website is the cornerstone of any welcoming online presence. It should provide essential information about the practice, the therapists, and the services offered. Key elements to include are:

  • About Us: A section that introduces the therapists, their qualifications, and expertise. This helps build trust and establishes credibility. Keep it short and sweet. Avoid jargon; your clients probably don’t understand acronyms specific to your specialties.
  • Services: Clearly outline the therapy services offered, including physical therapy, occupational therapy, and speech therapy. Provide detailed descriptions of each service, explaining their benefits and outcomes. Once again, avoid jargon and overly clinical language, as your clients may not be familiar with these terms.
  • Contact Information: Ensure that your contact details (phone number, email address, and location) are easily accessible on every page of your website. Incorporate a simple and visible contact form for potential clients to reach out.
  • Testimonials: Feature testimonials from satisfied clients to showcase the positive impact of therapy services. These personal stories not only build trust but also provide social proof. Be sure to have permission from the clients. For the content wiz out there, you can also use testimonials to create longer content, like blogs, case studies, or videos.
  • Patient Forms: Provide downloadable and printable patient forms to streamline the intake process. Alternatively, consider incorporating an online form submission option to allow clients to submit information electronically. You could also link to your client portal (with information on how to set it up handy).
  • Pricing Information: If you work with self-pay or specific insurance payers, have an easily accessible section with pricing information. This can help establish transparency and attract clients considering your competitors.

Once your online presence attract clients, you need the right EHR to minimize paperwork and bill properly. Download our guide and find the software that fits your needs.

Teletherapy Services and Your Online Presence

Therapists can embrace teletherapy (also called telehealth) to provide therapy services remotely. This technology allows therapists to connect with clients virtually, reducing the need for in-person visits. To implement teletherapy effectively, you need:

  • Video Conferencing: Use secure and HIPAA-compliant video conferencing platforms to conduct therapy sessions online. Ensure that clients are aware of the required software or app and provide assistance if needed. We highly recommend using a platform designed for telehealth, especially if it’s integrated within your EHR (like Fusion). This can help you access important documents in real time, offers features like a digital waiting room, and protects your client’s information.
  • Documentation and Record Keeping: Employ electronic documentation and record-keeping systems to maintain clients’ records securely. This ensures seamless access to progress reports and treatment plans during teletherapy sessions. Once again, this is much easier if your telehealth platform is integrated within your EHR.
  • Home Exercise Programs (HEPs): Create digital home exercise programs using video demonstrations, written instructions, and downloadable resources. This enables clients to access and follow their exercise plans at any time, promoting continuity in care and compliance. Fusion allows users to create, update, and share HEPs with clients.


Online Scheduling and Your Client Portal

To enhance convenience for clients and reduce administrative workload, therapists can incorporate online scheduling and a client portal into their practice. Consider the following:

  • Online Appointment Booking: Implement an online appointment booking system that allows clients to schedule sessions at their convenience. This platform should provide real-time availability updates to prevent double bookings. Your EHR should also have smart features like room or therapist availability on your end.
  • Automated Reminders: Use automated reminder systems that send notifications for upcoming appointments. This reduces no-show rates and improves overall attendance. The most effective method is texting. It usually costs a little more than email, but it’s well worth it. Consider this: an email’s open rate usually hovers around 20%. Meanwhile, most texts get a 98% open rate within the first two minutes.
  • Secure Online Portal: Choose a secure and user-friendly client portal. Your client portal needs to be helpful for clients to use it. You should choose one that allows clients to view and pay bills online, self-schedule, fill out forms, or download HEPs. Some client portals also include secure messaging or a direct link to telehealth sessions, which can be helpful in bridging the gap between sessions.
  • Let Clients Pay Online: Nowadays, paying online is a must. Few people carry cash, especially not enough to pay for healthcare. Having cards on file and allowing clients to pay online makes payment collections faster, easier, and more convenient.
  • Digital Waitlist: Your practice may be at capacity, but that doesn’t mean you should give up on people interested in your services. Leveraging a digital waitlist like Fusion’s can help you keep a full client load steady throughout the year. Make sure your waitlist integrates with your EHR’s calendar to quickly find openings and start processes like insurance verification and intake paperwork asap.


Active Online Presence

Establishing an active online or social media presence can greatly contribute to a welcoming online practice, as many clients now search social media. It allows therapists to connect with clients, share relevant information, and create an online community. Consider the following tips:

  • Educational Content: Share articles, blog posts, and videos that educate clients on therapy techniques, injury prevention, and overall well-being. This positions therapists as trusted sources of information and promotes engagement. Talk about things you’re passionate about, and don’t hesitate to highlight niche content relevant to your specialty.
  • Client Success Stories: Share inspiring success stories and client testimonials to showcase the positive impact of therapy services. These personal stories ignite hope and encourage potential clients to seek therapy. Once again, be sure to ask for permission before using client success stories.
  • Engage with Followers: Respond promptly to comments, questions, and direct messages. This demonstrates active engagement and genuine interest in client concerns.
  • Separate Your Professional and Personal Accounts: While being a PT, OT, or SLP might be a huge part of your identity, it’s not the entire thing. Keep your professional and personal accounts separate to establish boundaries with clients. This also helps you maintain a healthy work-life balance.


Digital has long ceased to be synonymous with cold and impersonal. By embracing digital tools and strategies, physical, occupational, and speech therapists can create a welcoming online presence for their clients. These strategies allow therapists to enhance the overall client experience, build trust, and positively impact the lives of their clients.


Fusion wants to help physical, occupational, and speech therapists focus on client care. We’ll give you the digital tools you need to connect with your clients while minimizing administrative burdens. Explore Fusion today. Schedule a demo.



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