For Outpatient physical, occupational, and speech therapy clinics, from a single clinic to a small multi-site group
Catch therapy cancellation and no-show spikes by therapist and location
Cancellations rise slowly: one location after a schedule change, one therapist whose patients stop showing up, one time slot that never fills. Each day looks fine. Over a month, patients fall behind on their plans and open slots go unfilled while the waitlist grows.
What it can cost you
Example: cancellation rate up at 1 clinic from 10% to 16% on 300 visits a month = 18 more empty slots a month.An illustration, not a promise. Your Opportunity Scan puts a real number on it.
What the system checks overnight
- Compares cancellation and no-show rates this week with each location's and therapist's own baseline.
- Counts cancelled visits that were not rebooked within the week.
- Flags time slots and days with repeat no-shows.
- Flags patients with repeat cancellations so the front desk can check in.
- Matches open slots against the waitlist so cancellations get refilled.
Where it reads from
- WebPT
- Prompt EMR
- Raintree
- Net Health
- TheraOffice
- Jane
- Fusion Web Clinic
What happens when it fires
The front desk gets a drafted rebooking list and a waitlist match for open slots. The clinic director sees where cancellations are clustering.
Autonomy level: Draft for approval. The system prepares the message or task, and you approve it before anything goes out.
What we guarantee
Cancellation patterns are recalculated nightly against your own baselines and flagged the next morning. We agree on the metric before the Sprint starts and measure it over the first 20 business days after go-live. If we miss it, you get half your Sprint fee back. Dollar savings are tracked in your monthly saves log, reported rather than promised.
Questions
Can it text patients for us?
It can draft rebooking messages for your front desk to send through your existing reminder tool. Sending is your choice.
Does it change our cancellation policy?
No. It shows where cancellations cluster so you can decide whether a policy, a reminder, or a schedule change is the right fix.
Do I need new software for this?
No. The system reads from the tools you already use, with read-only access by default. A guardrail layer controls exactly which data the AI can see.
What does it cost?
A 3-week Sprint is $6,000 fixed and includes the morning brief plus one automation tied to an agreed metric. Ongoing support is $1,500 a month, or $500 a month to keep it running without new automations. If the agreed metric is missed over the first 20 business days after go-live, half the Sprint fee is refunded.
How is this different from a dashboard app or a free AI kit?
A dashboard app shows numbers when you go look. A free AI kit gives you the parts, and you do the setup, the upkeep, and the checking. Here the alarms are built for your kind of business, they watch outside data like market rates and rule changes alongside yours, and on Run or Keep-Running, the person who built them keeps them working and logs what they caught.
More alarms for outpatient rehab therapy clinics
Seven more things worth watching.
- 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.
- 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.
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