Time Tracking for Physiotherapists
Physiotherapists and physical therapists bill by the session, submit for insurance reimbursement, and document time for compliance - but when hours go unlogged across back-to-back appointments, home visits, and patient notes, billing is incomplete and audit records are thin. Sandtime.io lets you log time per patient and treatment type from any device, separates billable clinical time from documentation and admin, and gives you accurate records whenever insurance, health funds, or practice compliance requires them.
Physiotherapists & Physical Therapists: why they choose Sandtime.io
Track treatment sessions by patient
Give each patient their own project and name the entry for the treatment type - initial assessments, hands-on therapy, exercise sessions, or follow-ups - as each appointment ends. Know exactly what each patient is generating before the invoice or reimbursement claim goes out.
Separate clinical from admin time
Log hands-on treatment time separately from patient notes, report writing, and admin work. Know your real billable ratio and demonstrate time use for insurance audits without rebuilding your schedule from a calendar.
Insurance and billing records
Keep accurate session records for insurance reimbursement, health fund claims, and compliance requirements. Export time logs by patient, date, or treatment type whenever a payer or auditor requests documentation.
Know your revenue per hour
See how many hours you spend per patient and know your effective rate across private pay, insurance, and health fund clients. Use real data to manage your schedule and protect your income.
How a physiotherapy clinic sets up Sandtime.io
A physiotherapy clinic sets up Sandtime.io with projects for clinic treatments, home visits and non-treatment work such as paperwork, supervision and CPD, so each physiotherapist’s week splits into hands-on and admin hours. The clinic owner sees that split per practitioner every month without adding another step between appointments.
- Separate hands-on time from everything elseCreate billable projects for clinic treatments and home visits, split by payer if private, insurance and corporate work are priced differently. Paperwork, supervision and CPD go on non-billable projects.
- Add each physiotherapist and the front deskInvite practitioners and reception staff by email, or let them sign in with Google, Microsoft or Apple. The owner is the Administrator, a senior physiotherapist can be a Project Administrator for a second location’s projects, and everyone else joins as a User.
- Log visits as they happen or at day’s endA one-tap timer on the phone suits home visits, while on a packed clinic day it is often quicker to add entries at the end of the day with their start and end times. A Friday email reminder, switched on once by each person, asks them to fill in any day left empty.
- Review the clinic every monthA report grouped by member and project shows hands-on and admin hours per physiotherapist, and cost and revenue rates put a value on them. Approve timesheets, let the month lock, and export to Excel or CSV for payroll or a practice review.
Step by step in the help center: invite the team with the right role, approve a week from the email, and turn on auto-locking.
Common use cases
- Log session time per patient as each appointment ends
- Track documentation and report-writing hours separately from treatment
- Pull session records for insurance reimbursement and health fund claims
- Monitor hours across private pay, insurance, and corporate clients
- Separate CPD, supervision, and admin time from direct patient work
- Export time data by project and date range for practice reporting
Key features
One-click timers
Start timing when a session begins and stop it when it ends. One click logs to the right patient without interrupting your clinical focus.
Retroactive time entry
Add treatment time, assessment notes, or travel after the fact. Nothing is lost because you were in back-to-back appointments or focused on a patient.
Multiple patients in one day
Track multiple patients through the same day without mixing hours. Each patient records independently from the first appointment to the last.
Export and report
Pull time reports by project or date range. Export to CSV for billing, insurance submission, or practice performance reviews.
Where Sandtime.io stops
Better to know before you invite the team. These are the gaps people in this line of work ask about most.
- No leave managementHolidays, sick days, and leave requests are not managed in Sandtime.io. Keep them in your HR tool, or start from the free leave policy template.
- No invoicingSandtime.io does not send invoices. The Invoices report template lists time, rate, net revenue, tax, and total per project, and you export it to Excel or CSV for your billing software.
- Reminders are a weekly emailThe fill-timesheet reminder is one email, sent on Friday at 6 PM while auto-locking is on. It is off by default, so each member switches it on in their notification settings.
Keep exploring
Continue with the most relevant Sandtime.io pages for this topic.
Create a project for reported time
Create projects that people can report against, mark them billable or non-billable, and keep reporting tidy.
Open pageAccess Control
The system of permissions controlling who can view, edit, or manage resources. Defines what each role can do.
Open pageCreate a new organization
Create a separate workspace from your account menu, then name and configure the new organization. It keeps its own projects, members, and data.
Open pageAdministrator
A user with full organization control: settings, members, every project, and all cost and revenue rates.
Open pageCreate and switch organizations
Create separate workspaces, switch between organizations, and find focused help when data appears missing.
Open pageAssignment
The relationship between a team member and a project. Assignments control who can log time and at what rates.
Open pageTrack your first hour today
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