Know where your time goes
For one week, note what you do outside patient time: notes, calls, letters, messages, ordering. Most physios are surprised how much unpaid work there is. See doing your own admin.
Set limits you can keep
- A last appointment time, and you stick to it.
- A real lunch break, booked in the diary so it cannot be taken.
- A set time for returning calls and messages.
- Admin blocks in the diary, treated like appointments.
In Clinidiary you can block time in the diary with a memo that keeps it free, so nobody books into it by accident. See appointment scheduling.
Saying no kindly
- "I don't have a safe slot today, but I can see you first thing tomorrow."
- "I can't give advice without assessing, but I'd be happy to book you in."
- "I'll have that letter to you by Thursday."
A clear, friendly no with an alternative rarely upsets anyone.
Stop doing things for free that should be paid
Long phone advice, report writing and extended email exchanges are clinical work. Many practices charge for reports and longer phone consults. Decide your policy and apply it consistently.
Let systems do the repetitive work
Reminders, confirmations, intake forms and invoices can all happen without you. See systems over willpower.
Frequently asked questions
How can physiotherapists manage their time better?
Track where time goes, set firm limits on hours and admin, block time in the diary, and automate repetitive tasks.
Is it okay to refuse to squeeze patients in?
Yes, when squeezing them in would be rushed or unsafe. Offering the next proper slot is better care.
Should physios charge for reports?
Many do, because reports take clinical time. Set a clear policy.