Owner OS for outpatient rehab therapy clinics
Alarms for outpatient rehab therapy clinics
“I treat patients all day, and the plans of care, auth limits, and unsigned notes only get my attention when a claim comes back denied.”
An outpatient therapy clinic lives on the schedule and the plan of care. Medicare wants certified plans and timely progress reports, commercial and Medicaid plans cap visits with authorizations, and every visit has to be documented and billed before the payer's filing limit. Most of the money that slips is paperwork that ran out of time, plus payers quietly paying less than the contract says. Owner OS reads counts and dates from your EMR and billing tools overnight and keeps patient details out of the AI.
Eight alarms we build for outpatient rehab therapy clinics
- Plans of care missing signatures or recertsTrack therapy plans of care waiting on physician signature, recerts coming due, and progress reports owed, before visits are put at risk of denial.
- Visits scheduled past the authorizationFlag therapy visits booked past an authorization's approved visit count or end date, so patients are not surprised by a bill or a pause in care.
- Unsigned notes and unbilled visitsCount therapy visits with unsigned daily notes or no claim, by therapist and payer filing limit. Only note status is read, never note content.
- Denial patterns by payer and reasonGroup therapy denials by payer, CPT code, therapist, and reason each night, and flag Medicare patients nearing the therapy threshold before claims deny.
- Underpaid visits versus your contractsCompare every paid line on your remittances with your contracted rates by payer and CPT code, and flag short payments before they become normal.
- Cancellation and no-show spikesSpot rising cancellations and no-shows by clinic, therapist, and time slot against your own baseline, and see which ones were never rebooked.
- Patients dropping off their plan of careList patients with an active plan of care and no next visit booked, plus open plans past their end date with no discharge, by internal ID only.
- Referrals not scheduled for an evalFind therapy referrals with no evaluation booked, follow-ups that stopped after one call, and referring offices that suddenly went quiet.
Reads from the tools you already use
- WebPT
- Prompt EMR
- Raintree
- Net Health
- TheraOffice
- Jane
- Fusion Web Clinic
- Waystar
- QuickBooks Online
- Google Sheets
Read-only by default. A guardrail layer controls exactly which data the AI can see, and anything that sends, spends, or deletes needs your approval.