Automation of physiotherapy assessments

Context and Issues

Iban, a freelance physiotherapist, was facing a critical issue in his daily activities. He had tried using Notion to organize his practice, but the complexity of the initial setup had discouraged him.

His main challenge: the time-consuming writing of physiotherapy assessment reports. Each assessment required a considerable amount of time for writing and then manual sending to patients and prescribing doctors. This administrative burden prevented him from focusing on his care and limited his ability to accept more patients.

The objective was twofold: to streamline his organization with an adapted Notion system and to fully automate the generation of reports. Iban wanted to be able to click a simple button to automatically generate and send his reports, thereby freeing up valuable time for his therapeutic activities.

Method

We started with an in-depth analysis of his current work processes. This phase allowed us to understand his unique way of organizing his consultations and writing his reports.

The approach was structured in two complementary phases: first, to create a perfectly tailored Notion organization for his activities, then to fully automate the process of generation and sending of reports.

This methodology led us to an integrated solution connecting Notion, Make, Microsoft 365, and OneDrive. The aim was to transform each consultation into a professional report generated and sent automatically.

Deployed Systems

Customized Notion Workspace

Iban now has a clear organization that centralizes his entire activity without technical complexity:

Centralized patient files with complete histories and personalized tracking. Iban can instantly find all the information about his patients.

Simplified input interface: Each consultation is entered into a standardized form, directly linked to the correct patient. No more time wasted, no more forgetfulness.

Customized dashboards to visualize tasks, appointments, and patient tracking according to current needs.

Direct Report Generation

Iban produces his reports with one click, without manual writing:

Instant production: A simple button transforms consultation data into a professional report. Iban goes from 30 minutes of writing to 30 seconds of validation. The entered information - pathologies, therapeutic goals, prescribed exercises - is directly integrated into a structured Word document.

Intelligent dual format: Each report produces two versions: a technical one for the prescribing doctor, and one accessible for the patient. Iban no longer has to manually adapt his reports according to the recipient.

Immediate archiving: The generated documents are archived without intervention in the patient’s file, both in OneDrive and in Notion for complete tracking.

Simplified Distribution of Reports

The sending of the reports becomes completely transparent:

One-click distribution: After validating the report, a button triggers direct sending to the correct people (patient and doctor) with the appropriate versions. No more manual management of contacts and attachments.