For Outpatient physical, occupational, and speech therapy clinics, from a single clinic to a small multi-site group
Find unsigned therapy notes and visits that never became claims
A visit shows as completed, but the daily note is unsigned or the charges never went out. A therapist who falls behind on documentation can be a week of visits behind before anyone notices, and each payer's filing limit keeps running.
What it can cost you
Example: 30 visits a week sitting unbilled x $100 average visit = $3,000 a week in delayed cash, more if any age past a filing limit.An illustration, not a promise. Your Opportunity Scan puts a real number on it.
What the system checks overnight
- Counts completed visits with no signed note, by therapist and days since the visit.
- Counts signed notes with no charge or claim created.
- Compares each unbilled visit's age with that payer's timely filing limit.
- Flags therapists whose documentation backlog is growing week over week.
- Reads only whether a note is signed, never what it says.
Where it reads from
- WebPT
- Prompt EMR
- Raintree
- Net Health
- TheraOffice
- Jane
- Fusion Web Clinic
- Waystar
What happens when it fires
Therapists get a short morning reminder with their own count. The owner sees totals and anything close to a payer's filing limit.
Autonomy level: Run with a log. The system handles it on its own within limits you set, and records every action for you to check.
What we guarantee
Reminders go out every business morning, and no visit reaches a filing limit without being flagged in the brief first. 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
Will my therapists feel watched?
They see only their own count, the same number they could pull from the EMR. Most find one short morning count easier than a stack of reminder emails.
What counts as unbilled?
A visit marked complete with no claim created or no claim submitted. You set how long a visit can sit before it is flagged.
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.
- 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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