Product overview
Occupational therapy clinic management software, module by module
One record per child. The schedule creates the session, the therapist writes the note against it, and the month's bill is assembled from the sessions that were actually attended.
One child record, every module
Most paediatric clinics already have software. The trouble is they have five different pieces of it. The calendar sits in one app, notes are on paper, billing is a spreadsheet, assessment forms are in a filing cabinet, and parents get updated over WhatsApp. Information has to be carried by hand between all of them, and some of it never makes the trip. What gets dropped is usually either a bill or a piece of a child's history.
Tosai works from one record per child, and every module writes to that record. Book a session and you have created the thing a therapist will later attach a note to. That note sits under the month's goals, and those goals are what the family sees in their portal. At the end of the month, the bill is assembled from the sessions marked as attended. Nothing gets typed in twice, and there is nothing to reconcile in the last week of the month.
M·01 — Scheduling & sessions
Each therapist gets a daily and a weekly calendar. You define the session types yourself, individual, group, assessment or whatever else you run, and each one carries its own duration and rate. Leave and block-outs live in the same calendar as the sessions, so nobody can be booked onto a day they have already been signed off.
Attendance is marked at check-in, while the child is in the room. That matters more than it sounds, because the session log is what the monthly bill is built from, and a session nobody marks is a session nobody bills.
- Daily and weekly calendar per therapist
- Session types you define, each with its own duration and rate
- Leave, holidays and block-outs respected when booking
- Check-in attendance that feeds billing directly
M·02 — Session notes & therapy goal tracking
Every appointment carries a structured note. The structure is the point. When a note follows the same shape each week, you can put three months of them side by side and see what changed. Free text will not give you that, however well written it is.
Above the notes sit monthly targets across six OT domains. A goal moves from In progress to Achieved, and because each goal is linked to the sessions worked against it, you can show a family which sessions went into it. When a parent asks what has changed since March, you have a record to open rather than a memory to search.
- A structured note on every appointment
- Monthly targets across six occupational therapy domains
- Session-by-session progress against each goal
- Drafts stay internal until the clinician shares them
M·03 — AI-assisted clinical assessment
An eight-step intake collects developmental, medical, family and language history in a fixed order, so the same ground is covered for every child. The clinician then scores CARS-2 and ISAA inside the app, and can upload a video if they want AI analysis alongside their own observation. What comes out is a full clinical PDF: severity classification, priority domains, a recommended plan and a home programme.
The scoring stays with the clinician, and so does the judgement. The AI writes the report up from figures a qualified professional has already entered. It does not diagnose.
- Guided 8-step clinical intake
- CARS-2 and ISAA scored in the app, side by side
- Optional video upload for AI analysis
- The finished report as a shareable PDF
M·04 — Parent portal
Parents get their own login. They can see upcoming sessions, this month's goals and how far along each one is, itemised bills once you have sent them, and any reports you have shared. It takes the place of the running WhatsApp commentary that no clinic can search, and that nobody can hand over when a coordinator resigns.
Nothing reaches a family automatically. Draft notes and internal records stay inside the clinic, and each parent account only ever covers one child.
- Upcoming sessions and attendance history
- Monthly goals, with what has been achieved so far
- Itemised bills, visible once you send them
- Completed reports, downloadable as PDFs
M·05 — Billing & revenue
Monthly bills are generated from the session log and itemised session by session, so the invoice already agrees with the calendar before anyone checks it. Each bill has a state it moves through: Draft, Sent, Paid, Partial, Overdue. Who owes what has one answer, in one place, instead of one answer per copy of the spreadsheet.
For most clinics this is the module that pays for the subscription. Rebuilding a month of sessions from memory on the last Friday almost always under-bills.
- Monthly bills generated from the session log
- Draft → Sent → Paid / Partial / Overdue
- Overdue amounts surfaced on the admin dashboard
- Amounts in INR, matching how Indian clinics invoice
M·06 — HR & staff management
Salary structures with their change history, expense approvals, leave balances and daily attendance for the whole team. Therapist attendance and the session calendar draw on the same data, so what a therapist costs and what they delivered can be read in one place.
- Salary structures with change history
- Expense claims and approvals
- Leave balances and requests
- Daily staff attendance
Questions about the modules
Do I have to use every module?
No. Most clinics start with scheduling, notes and billing, then turn on the parent portal once the team has settled in. Everything shares the same child record, so switching a module on later does not mean re-entering anything.
Can more than one therapist work on the same child?
Yes. Sessions are booked per therapist against a shared child record, so notes and goals from everyone treating that child sit in one timeline instead of separate files.
Is Tosai only for occupational therapy?
Occupational therapy is the core of it, but multi-disciplinary child development centres run speech therapy, ABA and psychology teams on Tosai as well, sharing scheduling, billing and parent communication across the disciplines.
See it running your week
A 30-minute demo configured with your session types and rates — not a generic sandbox.