How to Choose Home Exercise Program Software

To choose home exercise program software, test it in this order. Can a patient follow the program alone on their phone? Can you build and change a program inside the session? Does it fit how your clinic runs?

Then get the privacy answers in writing before any patient data goes in, including where the data is stored and how you get it back if you leave. A demo shows you the features. It won't show you the contract, so ask for that early.

This checklist is for physical therapists (PTs), physiotherapists and clinic owners choosing a home exercise program (HEP) tool. It compares no products. The only product it names is PocketPhysio, in a labeled section near the end. The privacy sections follow what regulators in the USA, UK, Canada, Australia and New Zealand say, checked in September 2026. Read it as general information, not legal or billing advice.

The questions and checklists are practical suggestions. Where a law or a regulator sets a requirement, the page names the source. There is a one-page checklist near the end to take into a demo.

What home exercise program software must do for patients

Your patient opens the program alone, days after the session, often on a small phone in their living room. Test it that way. During a trial, send a short program to your own phone and to a colleague who has never done those exercises. Then ask them to work through it from the screen with no help from you.

Clear video for every exercise

Each exercise needs its own video showing the whole movement, filmed from an angle where the patient can see the part that matters. The video should match the exercise name and the written steps. If they disagree, a patient at home can't tell which one is right.

Then try the basics on an ordinary phone. Does the video start quickly on mobile data? Can the patient replay it, or pause at the hard part? Does it play without setting up an account or remembering a password first?

Spoken or written instructions

Someone lying on the floor doing a bridge can't read the screen. Spoken instructions help there. Written steps suit the patient who just wants to check one detail. Ask whether each exercise has spoken guidance, written steps or both, and whether they match the video.

The dose, next to the exercise

The dose should sit right beside each exercise (sets, reps, holds, how often, time of day), not in a separate note. Look for somewhere to add a stop rule and a cue of your own. Writing a home exercise program covers the wording for those fields.

Reminders and check-ins

Ask whether the software sends reminders and whether the patient can switch them off. Ask too whether the patient can report back, say by marking a session done or noting pain. Keep your expectations of reminders on their own modest; the evidence section below shows why. Check-ins are worth asking about as well. A pain report or a missed week gives you a reason to contact the patient early.

Delivery through channels patients already use

A program the patient can't open is no use to them. Look for delivery by link, SMS, email or a patient app, plus WhatsApp if your patients prefer it. Ask whether the patient has to download anything or create an account before the first exercise appears.

Check what the message itself says, too. A text that names the patient's condition can be read by anyone who glances at the lock screen. One with only a link and your clinic name gives nothing away. And find out how quickly you can resend a program after you change it.

Accessibility

The Web Content Accessibility Guidelines (WCAG) 2.2, a W3C Recommendation dated December 12, 2024, set out how to make web content more accessible. Two of its success criteria are especially relevant to an exercise app. Captions for prerecorded audio in videos are Level A (1.2.2). Text must resize up to 200 percent without loss of content or functionality at Level AA (1.4.4).

Ask the vendor which WCAG version and level the patient screens meet, and whether it publishes an accessibility statement. Then check for yourself. Turn the phone's text size up to the largest setting, and watch a video with the sound off to see the captions.

Languages

List the languages your patients actually speak. Then ask which of them the software covers, and whether that includes the spoken guidance and captions as well as the written steps. Check whether a cue you type yourself can be in another language. A program in the patient's first language is easier to follow at home than one they have to translate.

What it must do for you as the clinician

Speed to build a program

Time it during the trial. Start the clock when you open the software and stop it when the program lands on the patient's phone, using the kind of program you give most days. Search matters here. You should find an exercise by the name you use in the room, such as "clamshell" or "bridge", or by body area.

If you do home visits, build one on your phone, standing up, in a room with no desk. That's the real test.

Editing dose and cues

Every patient needs a slightly different version. Check that you can change the dose for one patient without touching the template, put in a cue you would actually say to that patient, and swap an exercise for an easier one. Ask what the patient sees after you edit. Is it the new version at the same link, or a new message they have to find?

Templates

Templates save time on the programs you give often, such as early knee osteoarthritis or a first program after an ankle sprain. Look for templates you can build yourself and share with colleagues, and still adjust for each patient. A template is only a starting point. The home program writing guide explains why the choice for each patient matters.

Printing

Some patients want paper, and some have no smartphone. Check that the software prints a clean sheet, with a picture of each exercise next to its steps and dose, on as few pages as possible. Print one during the trial and hand it to someone who wasn't at the session.

History and progression

At the follow-up you need to see exactly what you gave last time, so you can progress it. Check that past versions are kept and dated. That also helps when you write up the plan, and there is more on that in the SOAP notes guide.

What the clinic needs

Accounts for several clinicians

Each clinician needs their own login. With a shared password there is no way to tell who changed a program or opened a record. Questions worth asking:

Can you set roles, for example an owner who manages accounts and clinicians who only see their own patients or the whole caseload?
Can you remove a leaver's access in minutes, and do their patients and programs stay with the clinic?
Is there a shared library of clinic templates?
Does the software keep a log of who viewed or changed each record?
If contractors work in your clinic, who owns the records they create?

Notes and EHR fit

First decide whether the software sits inside your notes or electronic health record (EHR), connects to it, or stands alone. A separate HEP tool can work well, as long as the program and its dose end up in the record. The plan in your note should match what the patient has on their phone.

If a vendor says it connects to your EHR, ask exactly what moves between the two, and in which direction. Ask to speak to a clinic that uses the same EHR. With no connection, check that you can save or print each program as a file to attach to the note.

Data export

Ask how you get your data out, in what format, and whether you can export the whole clinic at once rather than patient by patient. Programs and templates should be in it, and so should messages and any adherence data. Your duty to keep records can outlast a subscription. In New Zealand, for example, the Privacy Commissioner says Health Act regulations require providers to keep the health information they hold for 10 years, counted from the most recent encounter with the patient, unless it has been passed on to the patient or another doctor. Whatever the rule where you practice, you need a copy you can read without the vendor.

Privacy and security questions to ask a vendor

In each country below, the clinic generally stays responsible for patient data it puts into a vendor's system. Start with these practical questions. They are suggestions, not legal requirements. Then add what your own country's rules ask for, and give the whole list to your privacy adviser to build on. It is not a full compliance review.

What patient data do you store, and do you use it for any purpose of your own, such as marketing, product analytics or training AI models?
In which countries is the data stored and backed up, and which subcontractors handle it?
Is the data encrypted both in transit and when stored?
Who at your company can see patient data, and is that access logged?
How, and how fast, will you tell the clinic about a breach?
When the contract ends, how does the clinic get everything back, and when do you delete it, backups included?

USA: the HIPAA business associate agreement

When your practice is a covered entity under HIPAA, a vendor that "creates, receives, maintains, or transmits protected health information" on your behalf is generally a business associate (45 CFR 160.103). You may let it handle protected health information (PHI) only once you have "satisfactory assurance that the business associate will appropriately safeguard the information." That assurance has to be documented in a written contract or other written agreement or arrangement (45 CFR 164.502(e)). HHS calls it a business associate agreement (BAA).

Among the examples of business associates that HHS's Office for Civil Rights lists is a health care app developer that contracts with a covered entity to provide an app to its patients and handles their PHI for services such as patient messaging or monitoring of patients' food and exercise.

45 CFR 164.504(e) sets out what the contract must say. Among other things, the vendor must agree to:

Use appropriate safeguards and, for electronic PHI, comply where applicable with the HIPAA Security Rule.
Report any use or disclosure the contract does not allow, including breaches of unsecured PHI.
Make sure its subcontractors that handle PHI agree to the same restrictions.
At the end of the contract, if feasible, return or destroy all PHI and keep no copies, or extend the contract's protections to anything it cannot return or destroy.

So ask the vendor whether it will sign a BAA, and whether it uses its own form or yours. Ask which subcontractors hold your PHI and whether they have the same terms with the vendor. Get the BAA signed before a real patient goes into a trial account. Check your state's privacy law as well.

Under the UK GDPR, a controller "determines the purposes and means of the processing of personal data", and a processor "processes personal data on behalf of the controller". If the vendor handles patient data only on your clinic's behalf and on your instructions, your clinic is the controller and the vendor is a processor. The Information Commissioner's Office (ICO) adds a warning. A processor that acts outside your instructions and decides the purpose and means itself becomes a controller for that processing.

The ICO also explains that under Article 28(3) the contract must set out the subject matter and duration of the processing. It must also set out its nature and purpose, the type of personal data and categories of data subject, and the controller's obligations and rights. The ICO then lists the minimum terms the contract must include:

Processing only on your documented instructions.
A duty of confidence and appropriate security.
Conditions for using sub-processors.
Help with patients' rights requests and with your own obligations.
Deleting or returning all the personal data at the end of the contract.
Audits and inspections.

Both ICO pages say they are under review following the Data (Use and Access) Act. Make sure you are reading the latest version. For the ICO fee and the rules on health data, see the UK private practice guide. In the EU, Article 28 of the EU GDPR sets the same kind of processor contract terms, and it is worth checking what your national data protection authority says as well.

Canada: PIPEDA and provincial health privacy laws

In its guidelines on processing personal data across borders, the Office of the Privacy Commissioner of Canada (OPC) quotes PIPEDA's accountability principle: "An organization is responsible for personal information in its possession or custody, including information that has been transferred to a third party for processing." The organization, the principle goes on, "shall use contractual or other means to provide a comparable level of protection while the information is being processed by a third party."

The guidelines also expect organizations to be open about this. That includes telling people their information may be sent to another jurisdiction for processing, where it may be accessed by the courts, law enforcement and national security authorities. Ask the vendor where the data is stored, and if it leaves Canada, update your privacy notice. Some provinces have a health privacy law that applies instead of PIPEDA. The Canada private practice guide explains how to work out which one covers you.

Australia: the Privacy Act and the APPs

Allied health professionals are covered by the Privacy Act even when their small business turnover is under the usual threshold; the Office of the Australian Information Commissioner (OAIC) lists them among the health service providers it applies to. APP 11 requires reasonable steps to protect the personal information you hold from misuse, interference and loss, and from unauthorized access, modification or disclosure. If you outsource storage to a third party but keep the right to deal with the information, including to access and amend it, the OAIC says you still hold it.

APP 8 deals with sending information overseas. Before personal information goes to an overseas recipient, it requires reasonable steps so that the recipient does not breach the APPs. With some exceptions, you are generally accountable if it does.

The OAIC says that in limited circumstances, handing information to an overseas cloud provider may count as a use rather than a disclosure. That needs a binding contract that limits the provider to storing the information and giving you access to it, requires any subcontractors to accept the same obligations, and gives you effective control of how it is handled. So ask where the data sits, and ask to see the contract terms that limit what the vendor may do with it.

New Zealand: the Privacy Act 2020 and the HIPC

New Zealand's Health Information Privacy Code 2020 (HIPC) applies to health information held by health agencies. Its rule 5 asks for reasonable security safeguards.

On cloud storage, the Privacy Commissioner points to section 11 of the Privacy Act. Information a provider holds only as your agent, for safe custody or processing, is treated as held by you, so in most cases it stays your responsibility. A provider that uses or discloses the information for its own purposes is treated as holding it as well as you. Ask the vendor straight out whether it does that.

Rule 5 also covers service providers. When information has to go to someone who provides a service to you, including storing or processing it, you must do everything reasonably within your power to prevent its unauthorized use or disclosure.

For health information you do disclose overseas, rule 12 of the HIPC (the health version of information privacy principle 12) sets conditions. One is believing on reasonable grounds that the recipient is subject to privacy laws that, overall, provide comparable safeguards. The Privacy Commissioner's HIPC factsheet on storage and disposal also reminds health agencies that when records are destroyed, copies in cloud storage, with third-party providers and in backups have to go too. Ask the vendor how it deals with that when a contract ends.

Remote monitoring features and RTM billing in the USA

Some HEP products track adherence, with the patient ticking off sessions or logging pain. Clinically, that can be useful. Whether it supports Medicare remote therapeutic monitoring (RTM) billing is a separate question, and the answer depends on what CMS requires, not on the feature list.

In its CY 2024 physician fee schedule final rule, CMS wrote: "For both RPM and RTM codes, the device used must meet the FDA definition of a device as described in section 201(h) of the Federal Food, Drug and Cosmetic Act (FFDCA)." The CY 2026 final rule describes RTM as "the monitoring of adherence to at-home therapeutic interventions". It also notes that the CPT Editorial Panel created new RTM codes for when data transmission covers less than 16 days in a 30-day period, and for when interactive communication totals less than 20 minutes in a month.

The CY 2027 proposed rule goes a step further. CMS wrote that it is "proposing to only allow payment for RPM or RTM services when furnished by clinical staff employed by the practice." If finalized, this would apply from January 1, 2027, and the clinical staff time could not be contracted out to third-party companies. It is still only a proposal. It matters, though, if a vendor offers to do the monitoring for you.

If RTM is part of your plan, ask each vendor:

In writing, how does your product meet the device definition in section 201(h)?
What data does it record, and does it count the days of data in each 30-day period?
Who does any monitoring work: my staff, or people the vendor employs or contracts?
What records can I export to support a claim?

For the codes and the supervision and documentation rules, see the remote therapeutic monitoring guide. Before you bill, check the current rule and your Medicare Administrative Contractor.

Does app or video delivery help patients do their exercises?

A little, and the evidence is mixed. Lambert and colleagues randomized 80 people with musculoskeletal conditions. The app group, whose program also came with supporting phone calls and motivational texts, reported slightly better adherence than the paper handout group after 4 weeks. The authors said they could not tell whether the gain was clinically important.

Bennell and colleagues randomized 305 patients of physical therapists in private practice. When home exercises were prescribed through a web-based system, adherence at 3 weeks was better and patients were more confident to exercise. The authors added that the clinical relevance still had to be established.

Not every trial agrees. Emmerson and colleagues tested an upper limb program on a tablet, with video and automated reminders, in 62 people after stroke. For adherence it did no better than paper. Their later systematic review took in 14 trials. The evidence that multimedia instructions may improve adherence compared with written ones was of very low quality and came from a meta-analysis of only 3 trials, and there was no added benefit for pain, physical activity or quality of life.

Nicolson and colleagues reviewed ways to improve exercise adherence. In hip or knee osteoarthritis, extra booster sessions with a physiotherapist improved it, and that evidence was of moderate quality. Exercise cues given by audio or video made no significant difference to adherence.

Software can make a program clearer and easier to open, but it doesn't replace follow-up. What does drive adherence is covered in the guide on patients and home exercise adherence.

Questions to ask during a free trial

Is the data agreement (a BAA in the USA, a processor contract in the UK) in place before any real patient data goes in?
How long does a typical program take to build and send, timed by you?
Can a colleague or patient who was not at the session follow it from the phone alone?
Does it work on an older phone, on a slow connection and with large text?
How fast does support answer, and in your working hours?
What exactly does the price cover: per clinician or per clinic, monthly or yearly, which currency, and how much notice before a price change?
How do you cancel, and what happens to the data when you do?

Switching from another system

Plan the move before you give your current vendor notice. Export everything first, then open the export on your own computer and check it is complete and readable. Keep a copy you control. Your record-keeping duties carry on after the subscription ends.

Run the two systems side by side for a few weeks. Send patients who are part way through a program the new version yourself, with a short note, so a message from an unfamiliar sender doesn't look like spam.

When the move is finished, ask the old vendor to confirm in writing that your data has been returned or deleted. The written confirmation is a practical suggestion. Return or deletion at the end of the contract is what the BAA and processor terms above require, with narrow exceptions, such as where return or destruction is not feasible or the law requires the vendor to keep a copy.

Home exercise program software checklist

Print this page or copy the list below.

For patients:

A clear video for every exercise that matches its name and steps.
Spoken or written instructions, ideally both.
Dose next to each exercise, with room for your cue and a stop rule.
Delivery by link, SMS, email or app, with at least one way to open the first exercise without installing anything.
Reminders the patient can switch off.
Captions, large text support and a stated WCAG level.
The languages your patients speak.

For you:

A typical program built and sent before the patient leaves.
Easy changes to dose and cues for each patient.
Templates you can make and share.
A clean printed sheet.
Past programs kept and dated.

For the clinic:

A separate login for each clinician, with roles.
Leavers removed within minutes.
An access log.
A clear fit with your notes or EHR.
Full data export in a readable format.

Privacy and billing:

A signed BAA (USA) or processor contract (UK and EU) before real patient data goes in.
In writing: where data is stored, which subcontractors handle it, how breaches are reported.
Confirmation that the vendor does not use patient data for its own purposes.
Return or deletion of data, backups included, at the end of the contract.
For RTM: the device definition, days of data and who does the monitoring, in writing.

How PocketPhysio fits (the publisher's app)

PocketPhysio is the home exercise program app behind this website, so this section describes it rather than comparing it with anything. Hold it to the same checklist as any other option.

Programs are built from a library of 1,500+ exercise videos, each with a spoken voice guide. You set the dose for each one (sets, reps, holds) and write the cue as you would say it in the room. Once you know the library, a program takes about a minute. It works on a phone or in a browser, and your assessment can be recorded in the same app. When the patient comes back, the previous program is on screen, ready to move on.

Patients can get it as a plain link, by SMS, by email, or in the patient app, Pocket Physio Care. WhatsApp is available if a patient prefers it. If someone wants paper, the free home exercise sheet maker on this site will print one.

In a clinic, every clinician prescribes from the same library in the same way. For clinics with several therapists, ask about plans through the contact page. Prices are in the app.

The app's privacy terms appear when you sign up, so ask PocketPhysio the privacy questions above too. Nothing on this page presents PocketPhysio as an RTM device or as a billing tool. The features page has the full list.

The short version

Test home exercise program software the way your patient will use it: alone, on a phone. Then time how fast you can build and change a program, and check that it suits the clinic, from logins to data export.

Get the privacy terms in writing before any patient data goes in. That means a BAA in the USA, a processor contract under UK GDPR, and clear answers on storage and overseas transfers under PIPEDA, the APPs and New Zealand's Privacy Act and HIPC. Treat RTM as a separate question with CMS's own rules. Software may help adherence a little, but it does not replace your follow-up.

References

Code of Federal Regulations. 45 CFR 160.103, Definitions (Business associate). Legal Information Institute, Cornell Law School. Accessed September 29, 2026. https://www.law.cornell.edu/cfr/text/45/160.103
Code of Federal Regulations. 45 CFR 164.502(e), Disclosures to business associates. Legal Information Institute, Cornell Law School. Accessed September 29, 2026. https://www.law.cornell.edu/cfr/text/45/164.502
Code of Federal Regulations. 45 CFR 164.504(e), Business associate contracts (as amended at 78 FR 5697, January 25, 2013). Legal Information Institute, Cornell Law School. Accessed September 29, 2026. https://www.law.cornell.edu/cfr/text/45/164.504
U.S. Department of Health and Human Services, Office for Civil Rights. Business associates (HIPAA guidance). No date shown. Accessed September 29, 2026. https://www.hhs.gov/hipaa/for-professionals/privacy/guidance/business-associates/index.html
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Centers for Medicare and Medicaid Services. Medicare and Medicaid Programs; CY 2024 Payment Policies Under the Physician Fee Schedule and Other Changes to Part B Payment and Coverage Policies (final rule). Federal Register. 88 FR 78818, November 16, 2023; document 2023-24184. Section on remote monitoring services. Accessed September 29, 2026. https://www.federalregister.gov/documents/2023/11/16/2023-24184/medicare-and-medicaid-programs-cy-2024-payment-policies-under-the-physician-fee-schedule-and-other
Centers for Medicare and Medicaid Services. Medicare and Medicaid Programs; CY 2026 Payment Policies Under the Physician Fee Schedule and Other Changes to Part B Payment and Coverage Policies (final rule). Federal Register. 90 FR 49266, November 5, 2025; document 2025-19787. Section on remote monitoring. Accessed September 29, 2026. https://www.federalregister.gov/documents/2025/11/05/2025-19787/medicare-and-medicaid-programs-cy-2026-payment-policies-under-the-physician-fee-schedule-and-other
Centers for Medicare and Medicaid Services. Medicare and Medicaid Programs; CY 2027 Payment Policies Under the Physician Fee Schedule and Other Changes to Part B Payment and Coverage Policies (proposed rule). Federal Register. 91 FR 43842, July 16, 2026; document 2026-14327. Section on remote monitoring. Accessed September 29, 2026. https://www.federalregister.gov/documents/2026/07/16/2026-14327/medicare-and-medicaid-programs-cy-2027-payment-policies-under-the-physician-fee-schedule-and-other
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Lambert TE, Harvey LA, Avdalis C, et al. An app with remote support achieves better adherence to home exercise programs than paper handouts in people with musculoskeletal conditions: a randomised trial. Journal of Physiotherapy. 2017;63(3):161-167. doi:10.1016/j.jphys.2017.05.015
Bennell KL, Marshall CJ, Dobson F, Kasza J, Lonsdale C, Hinman RS. Does a web-based exercise programming system improve home exercise adherence for people with musculoskeletal conditions? A randomized controlled trial. American Journal of Physical Medicine and Rehabilitation. 2019;98(10):850-858. doi:10.1097/PHM.0000000000001204
Emmerson KB, Harding KE, Taylor NF. Home exercise programmes supported by video and automated reminders compared with standard paper-based home exercise programmes in patients with stroke: a randomized controlled trial. Clinical Rehabilitation. 2017;31(8):1068-1077. doi:10.1177/0269215516680856
Emmerson KB, Harding KE, Taylor NF. Providing exercise instructions using multimedia may improve adherence but not patient outcomes: a systematic review and meta-analysis. Clinical Rehabilitation. 2019;33(4):607-618. doi:10.1177/0269215518819706
Nicolson PJA, Bennell KL, Dobson FL, Van Ginckel A, Holden MA, Hinman RS. Interventions to increase adherence to therapeutic exercise in older adults with low back pain and/or hip/knee osteoarthritis: a systematic review and meta-analysis. British Journal of Sports Medicine. 2017;51(10):791-799. doi:10.1136/bjsports-2016-096458

Written and checked by the PocketPhysio editorial team. Last updated 2026-09-29.

How to choose home exercise program software