For Outpatient physical, occupational, and speech therapy clinics, from a single clinic to a small multi-site group
Find therapy patients who stopped coming before their plan of care ended
A patient finishes a few visits, feels a little better, and never books the next one. The plan of care is still open, the therapist assumes the front desk is on it, and the front desk assumes the patient will call. The patient does not finish the care their therapist planned, and the chart never gets a proper discharge.
What it can cost you
Example: 15 active patients with no future visit x 10 minutes each to find by hand = over 2 hours a week of front-desk digging.An illustration, not a promise. Your Opportunity Scan puts a real number on it.
What the system checks overnight
- Counts patients with an active plan of care and no future visit on the schedule.
- Flags patients whose last visit was longer ago than their planned visit frequency.
- Flags open plans of care past their end date with no discharge recorded.
- Groups drop-offs by therapist, location, and referral source.
- Uses internal IDs only; names stay in the EMR.
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 daily outreach list by internal ID to look up in the EMR, with drafted check-in messages. The therapist decides whether to discharge.
Autonomy level: Draft for approval. The system prepares the message or task, and you approve it before anything goes out.
What we guarantee
Every active plan of care is checked nightly for a next scheduled visit. 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
Is this just a way to fill the schedule?
It is a care continuity check. The therapist set the plan; this makes sure a patient does not quietly fall off it without anyone noticing or recording a discharge.
What about patients who are finished?
Once the therapist records a discharge, they drop off the list. Open plans past their end date with no discharge are flagged so the chart gets closed properly.
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.
- 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.
- 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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