How Khy Physio runs a mobile physiotherapy practice on AspireOS

A disclosure first: Khy Physio is owned by one of the people who co-founded AspireOS, and AspireOS was built alongside the practice. This is not an independent review. It is an account of what a working practice uses the software for, what came across when it moved, and what did not.

Khy Physio is a mobile physiotherapy practice in Melbourne. Its physiotherapists treat people at home, mostly seniors and people with a disability, and it works with a long list of funders: NDIS, Support at Home, DVA, WorkCover and TAC, as well as private patients. That mix is demanding for software. Every visit involves a drive, every funder has its own rules about what can be billed, and the people being treated are often confused by a text message or an email they were not expecting.

Moving from the previous system

Khy moved to AspireOS in August 2026 from another cloud practice system. Its patients, appointments, invoices, payments and clinical notes were brought across, going back to April 2024. The check that mattered most was money: every invoice from the old system was compared with its copy in AspireOS, on totals, GST, lines, item codes and dates, and they matched field for field.

The move also had a deliberate pause in it. AspireOS has a testing mode that holds every message to patients, and Khy ran in it while the team checked the data. Nobody received a reminder, an invoice or a text from the new system until the practice was ready.

What did not come across by itself

Two things needed people. The old system had no way to export patient files in bulk, so the team uploaded the files that mattered by hand in the first week of September. And a small number of clinical notes had no date, or no readable text. They were held back for a person to check rather than guessed, because a wrong date on a clinical record is impossible to tell from a right one afterwards.

Home visits and travel

Every Khy practitioner works on the road, so travel is part of the bill and not an afterthought. AspireOS works out each visit's travel from the day's route and bills it by funder and service: kilometres and time where the funder pays for them, and nothing where it does not. Since October the last NDIS visit of a practitioner's day also bills the drive home, a change the practice asked for. If you run a mobile practice, our guide to NDIS travel charges for therapists covers the rules behind it.

Invoices that raise themselves

Since 19 September AspireOS raises the invoice once a visit's time has passed, so the team no longer has to mark each visit completed before it can be billed. Invoices go out by email from AspireOS. If one is still unpaid, reminders are capped at three, after which the reception team gets a call task instead of the system chasing the patient indefinitely. That cap was set on purpose: an automatic chase with no limit is one of the biggest traps when a practice switches systems.

One limit is worth stating plainly. AspireOS does not lodge funder claims online yet. Khy still claims through its own funder portals, and the invoices are the record it claims from. If online claiming is essential for you today, ask us where it stands before you decide.

Reminders that suit the patient

Appointment reminders go out by SMS and email 48 hours and one hour before each visit, and patients can reply by text to confirm. The hour-before message is deliberate: for someone at home waiting for a physiotherapist, a nudge shortly before the door knock is more useful than a reminder two days earlier alone.

AspireOS can also prompt patients who have not rebooked. Khy has this switched on, and it is paced rather than a blast: a handful of patients per run, no more than a set number a day, and a cooldown before the same patient is contacted again. Anyone who has opted out of automated messages is skipped.

Notes and intake

Practitioners write their clinical notes in AspireOS, from the practice's own templates, and the notes sit beside the visit, the invoice and the patient's file. New-patient enquiries from the Khy website also arrive in AspireOS: the referral form on the site sends its answers straight to the practice's waitlist, where staff review them before a patient file is created.

What we would tell another mobile practice

• Run in testing mode first. Check the move with patient messages held, then switch them on once the team trusts the data.
• Decide your reminder timing and chase limit before go-live, not after the first complaint.
• Make travel a billing rule, not a note. If each funder's travel rules are set once per service, nobody has to remember them on the road.
• Write down what the old system could not export, and plan the manual work for it.

We have kept this story to what the practice's own records show. There are no savings figures here, because the practice has not given us any to publish, and no quotes, because nobody has approved any.

If you would like to see how a mobile practice's day looks in AspireOS, start a free trial. To learn more about the practice itself, visit Khy Physio.