How Iban Kinésithérapeute reduced his assessments from 30 minutes to 2 minutes using Notion and n8n.
From 30 minutes of manual writing to 2 minutes of automation: centralized CRM and automatic generation of patient and physician reports.
Iban, an independent physiotherapist specializing in motor rehabilitation, dedicated more than 30 minutes after each session to writing his physiotherapy reports. Thanks to a Notion CRM coupled with n8n automation and Outlook, he reduced this time to less than 2 minutes per report.
Context & Stakes
Iban works as an independent physiotherapist and supports his patients in restoring their mobility. His daily routine was disrupted by the complete lack of digital organization to manage his activity. No CRM to centralize patient contacts. No structured follow-up of sessions and therapeutic progress. Information was scattered between paper notebooks, random notes, and memory. After each appointment, Iban had to manually write a detailed physiotherapy report. This administrative task took him over 30 minutes per session. With several daily patients, this workload hindered his productivity and prevented him from focusing on what mattered most: the therapeutic support of his patients.
Method
After a complete audit of Iban's operations, we developed a structured approach in several phases. We first analyzed his current working method and identified the critical information flows for therapeutic follow-up. This analysis allowed us to design an optimal data architecture in Notion with two interconnected databases: one for patients and one for reports. We then created an intuitive user interface organized around the daily needs of the practitioner. The approach prioritized ease of use while maintaining complete traceability of sessions and automating repetitive tasks.
Deployed Systems
The deployed technical architecture relies on a centralized Notion CRM that structures all therapeutic activities. We created an ecosystem of interconnected databases: a patient database with complete contact information, medical history, and contact details, and a report database linked to patients with customized templates for each type of session. The system integrates filtered views that allow quick visualization of patients for the day, outstanding reports, and ongoing follow-ups. The n8n automation orchestrates the generation of documents: as soon as Iban completes his post-session observations in Notion, the system automatically generates two distinct versions of the report. A simplified version intended for the patient with an accessible summary of the session and recommendations. A complete version intended for the prescribing physician with detailed technical analysis and therapeutic progress. Both documents are automatically sent via Outlook to the appropriate recipients, eliminating any manual intervention in the distribution.
Impact Business
The implemented automation has generated measurable gains for Iban's practice. The time spent on writing reports has reduced from over 30 minutes to less than 2 minutes per session, representing a 93% reduction in administrative time. This time can now be reallocated to patient care or practice development. Complete centralization of patient information in a single space accessible instantly. An overview of activity with a comprehensive history of sessions and visualized therapeutic progress. The system completely eliminates the risks of information loss and guarantees complete traceability with automatic archiving in Notion. The automation of sending via Outlook ensures smooth communication with patients and prescribing doctors without manual intervention.
I called upon Clément to organize my Notion and create automations for me. He immediately understood what I wanted to do and was very responsive. The result is exceptional and includes everything I wanted. Clément is very professional, I recommend him.
– Iban, physiotherapist
