For Outpatient physical, occupational, and speech therapy clinics, from a single clinic to a small multi-site group
Catch therapy referrals that never got scheduled for an evaluation
Referrals arrive by fax, portal, and phone. Some get scheduled the same day, some sit in a fax queue, and some die after one missed call. And when a physician office that sent a steady stream goes quiet, nobody notices for months.
What it can cost you
Example: 8 referrals a month never scheduled = 8 patients a month whose physician sent them for care and who were never seen, and a referring office that notices.An illustration, not a promise. Your Opportunity Scan puts a real number on it.
What the system checks overnight
- Counts referrals received with no evaluation scheduled, by days waiting.
- Flags referrals with a single contact attempt and no follow-up.
- Compares each referring office's volume this month with its usual pace.
- Flags evaluations booked far out because no therapist with that specialty has openings.
- Tracks referral-to-eval time by location and intake staff member.
Where it reads from
- WebPT
- Prompt EMR
- Raintree
- Net Health
- TheraOffice
- Jane
- Fusion Web Clinic
- Google Sheets
What happens when it fires
Intake gets a follow-up list for unscheduled referrals, and the owner or liaison sees which referring offices went quiet, with a drafted check-in note.
Autonomy level: Draft for approval. The system prepares the message or task, and you approve it before anything goes out.
What we guarantee
Every logged referral is checked nightly until an evaluation is booked or it is closed with a reason. 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
Our referrals come in by fax. Can it see those?
It reads referrals once they are entered in your EMR or intake sheet. The first gap is often faxes that never get entered, so the brief also shows how many referrals were logged each day.
Will it contact physician offices?
No. It drafts the check-in note for your liaison or owner to send. Relationships with referring offices stay personal.
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.
- 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.
See all outpatient rehab therapy clinics alarms · Browse every industry