How to present your 2026 treatment plans for better client adherence

We all know the January rush.

Full gym parking lots, no kale at the grocery store, and clients determined to quickly become the “new” version of themselves. But this “New Year, New You” mindset can be fragile. As you well know, rehab growth isn’t always linear – even less so when life gets in the way. When progress plateaus, those rigid resolutions can shatter.

This year, you can change the conversation. Instead of just a clinical roadmap, here’s how to present your 2026 treatment plans for better client buy-in.

Moving from compliance to alliance

“Occupational therapy practitioners ask, “What matters to you?” not, “What’s the matter with you?”

– Virginia “Ginny” Stoffel, PhD, OT, BCMH, FAOTA

It is tempting to approach the care plan as a checklist: frequency, duration, short-term goals, long-term goals. But if you want clients to stick with you through February and March, you might need to move from compliance (“Do this because I said so”) to alliance (“How do we make this work for you?”).

Research suggests that collaborative goal setting significantly improves adherence. When clients feel ownership over the plan, they are less likely to view therapy as something being done to them and more as something they are doing for themselves.

If you don’t already, try asking questions that dig into their actual life, not just their symptoms:

“What is one thing you want to do by June that you can’t do right now?”

“Look at your calendar for the next three months – what are the biggest barriers to getting here twice a week?”

“On a scale of 1–10, how realistic does this home exercise program feel given your work schedule?”

This approach supports whole person care by acknowledging that your client is a person first and a “shoulder” or “speech delay” second.

How should I address missed visits?

Let’s talk about the elephant in the waiting room: attendance.

You know that consistency is key to outcomes. You also know that cancellations kill momentum and revenue. Industry discussions often highlight that no-shows shouldn’t derail your practice, yet they remain a top stressor for clinicians.

When a client misses a visit, the standard reaction is often to reiterate the attendance policy. It feels necessary, but it can also create a dynamic of shame.

A script for curiosity

Instead of enforcement, try curiosity. Clinicians on the Reddit forum, r/physicaltherapy, insist they’ve seen better results from framing the conversation around barriers rather than rules.

• The policy approach: “You missed your appointment Tuesday. Please remember our 24-hour cancellation policy.”
• The partnership approach: “We missed you on Tuesday. I know schedules are tight this time of year. Is this time slot still working for you, or do we need to look at a different time that causes less stress?”

The hidden reasons behind no-shows are often logistical or emotional, not just a lack of motivation. By simplifying their schedule, you may be able to keep the plan of care on track.

Reframing setbacks as data

In any long-term treatment plan, regression is possible. A flare-up happens. A child refuses to participate in a session. A plateau hits.

In a rigid “New Year” mindset, these moments feel like failure. However, in a resilient mindset, they are just data.

When you’re presenting your 2026 plans, set expectations early so setbacks don’t feel so discouraging. Tell them: “At some point, progress might stall. That doesn’t mean it’s not working. It means we need to adjust – and fortunately we’ll have more data to help guide the next move.”

Pause: Is your plan of care client-centered?

Before you finalize your next care plan, run through this quick mental checklist.

☐ The “Why” check: Does the client understand why we are doing these specific exercises, beyond “doctor’s orders”?

☐ The reality check: Have we discussed potential obstacles (vacations, busy seasons at work, school changes) to make sure you can adapt routines for seasonal changes.

☐ The joy check: Is there at least one goal that is personally meaningful or fun for the client?

☐ The admin check: Is the administrative side – billing, scheduling, intake – frictionless enough that it doesn’t add to their burden?

Talking about finances (without the awkwardness)

Sometimes, the biggest hurdle for a client isn’t physical or logistical – it’s financial. Whether it’s you, the front desk, or a treatment coordinator, talking about money can be awkward. But being clear and prepared is the best way to support your clients and your practice.

Financial anxiety can lead to cancellations, especially if clients don’t understand their insurance benefits. Here’s how you can help:

• Create a simple handout or guide. Explain key insurance terms like deductibles, copays, and out-of-pocket maximums in plain language. This helps clients understand their coverage and plan their finances. Something you can consistently share like a link to, like a blog or pdf on your website, makes it even easier.
• Offer information on payment options. Let them know about Health Savings Accounts (HSAs) or payment plans if you offer them. Be transparent about any extra costs to build trust.
• Explain how to maximize their benefits. Show them how scheduling regular sessions can help them meet their deductible early in the year. Frame the conversation as a simple planning check-in: “Since it’s a new year, your deductible has likely reset. Let’s look at what that means for our sessions so there are no surprises on your bill.”

The bottom line: Keep it human

Ultimately, the best treatment plan is the one the client follows. You are the expert on the therapy, but they are the expert on their life. When those two areas meet respectfully, you build a relationship that can weather the ups and downs of the coming year.