For Outpatient physical, occupational, and speech therapy clinics, from a single clinic to a small multi-site group
Catch unsigned plans of care and overdue recertifications
The eval is done and the plan of care goes to the referring physician, but the signed certification never comes back. Or the plan is about to end and nobody started the recert. Visits keep happening, and Medicare and many other payers can deny them if the certification or progress report is missing.
What it can cost you
Example: 6 patients treated for a month without a signed plan of care x 8 visits each = 48 visits at risk of denial.An illustration, not a promise. Your Opportunity Scan puts a real number on it.
What the system checks overnight
- Lists plans of care sent for physician signature that have not come back, by days outstanding.
- Flags plans of care whose end date falls before visits already on the schedule.
- Counts visits since the last progress report against the payer's progress report rule.
- Groups outstanding signatures by referring physician office so follow-ups go out in one batch.
- Reads only document status and dates, never the clinical content of the plan.
Where it reads from
- WebPT
- Prompt EMR
- Raintree
- Net Health
- TheraOffice
- Jane
- Fusion Web Clinic
What happens when it fires
The front desk gets drafted follow-ups to each physician office, listed by internal ID. Therapists see which recerts and progress reports are due this week.
Autonomy level: Draft for approval. The system prepares the message or task, and you approve it before anything goes out.
What we guarantee
Every plan of care awaiting signature is tracked nightly, and follow-ups are drafted on the schedule you set. 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
Does the system read my evals?
No. It reads dates and statuses: when the plan was sent, whether it came back signed, its end date, and visits since the last progress report. Clinical content stays in your EMR.
Does it know every payer's documentation rules?
It starts from the rules you give it for your main payers, including Medicare's certification and progress report requirements, and you can add others. It does not give compliance advice; it watches the dates you care about.
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.
- 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.
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