Most of us have lists of tasks and to-dos—you know, the things necessary to keep our professional lives moving in the right direction. While these activities might vary from day to day, the nature of needing to get them done does not. But, there are so many different ways to go about accomplishing your to-dos. For example, if you’re running a physical therapy practice, your overarching tasks may include:

  • tracking outcomes data,
  • completing defensible documentation,
  • scheduling patients,
  • marketing your practice, and
  • billing and collecting payments.

While you could attempt to tackle each task individually—and all of the smaller tasks that fall under it—that would take a lot of effort, in addition, of course, to the effort that goes into providing excellent clinical care. Instead, consider adopting software that can help you breeze through your tasks—and achieve your goals. Here’s what you need to know about physical therapy management software:

Practice Management Software

Practice management software can help you address the day-to-day operations of your practice. Among other things, it allows you and your staff to:

  • capture patient demographics,
  • schedule appointments,
  • create defensible documentation,
  • maintain lists of insurance payers,
  • share information with referrers,
  • perform billing tasks, and
  • generate reports.

Efficiency is the key to running a successful practice, so it’s vital that your practice management software integrates all of these different components. Otherwise, data from one won’t translate into another, and you’ll end up having to do double the work. Here’s what your practice management software should cover:

The PT’s Guide to Billing - Regular BannerThe PT’s Guide to Billing - Small Banner


Comprehensive scheduling is crucial for your front desk staff—and it’s the first step in your revenue cycle. The scheduler you select should be integrated so it can organize patient demographics, insurance information, and financial responsibility—and make scheduling and organizing appointments easy. It should also come complete with reporting functionalities that can track patient no-shows and cancellations, and notify staff when a checked-in patient has an incomplete note. This type of actionable reporting can help you ensure your clinicians don’t get too far behind in their documentation.


Compliant and defensible documentation is an absolute must, and an electronic medical record—as part of a practice management platform—should support your practice’s documentation and compliance needs. To do that, your EMR should be designed for physical therapists, stay fully up-to-date on the latest regulations and requirements, and offer a cloud-based experience, so regulatory requirement updates are seamless and automatic. It’s even better if your documentation solution is well-integrated with your billing, so patient demographic information and CPT codes transfer to improve clean claim rates.


It’s unfortunate (but true) that many physical therapy practices leave billing for last when they’re evaluating practice management platforms. And it really should be near the top of your list. After all, your ability to submit claims and bills and receive prompt payment is what enables you to keep the doors open and the lights on—and continue serving your patients. Whether you’re planning to outsource your billing or keep it in-house, you need a billing solution that excels at PT-specific billing, because physical therapy is completely different than billing for another specialty. If your billing platform was not built for physical therapists, then you or your biller is probably spending a lot of time auditing and correcting clearinghouse charges. Not only is this very time consuming, but it also could result in the charges you bill being out of sync with what’s documented in your EMR—and that’s not good.

While you could cherry-pick different software platforms that provide different functionality, they might not integrate well—and that could mean the information in your EMR never makes it over to your billing software. That would require your billers to start from scratch for every new patient—and double-data entry is a leading cause of billing errors. That said, you don’t want to choose a platform that forces you to use all of its features and functionality when that’s not what’s best for your practice. Instead, opt for a comprehensive suite of practice management tools and features that all integrate well—but aren’t mandatory—from a single company you trust. If you want to do your own thing with billing, but use a best-in-class EMR, then that’s your choice. And if you want to opt in for a top-notch EMR and full-service billing—then more power to you. (Hint: WebPT does all this and more—including, providing our Members with the very best patient relationship management and marketing tools on the market. Learn more about WebPT Reach here.)

  • The Physical Therapist's Guide to Contract Negotiation Image

    downloadSep 15, 2016

    The Physical Therapist's Guide to Contract Negotiation

    As a PT, you put your heart and soul into your work. So, it’s only fair that you get paid what you deserve. Unfortunately, payers don’t often see it that way, which means that in order to get what you want out of your private payer contracts, you’ve got to negotiate. And to do so successfully, you need to know how to play ball. Enter your email address below, and we’ll send your free guide.

  • Why your Physical Therapy Practice EMR is the best employee in your practice Image

    articleMay 3, 2016 | 4 min. read

    Why your Physical Therapy Practice EMR is the best employee in your practice

    We here at WebPT love people; in fact, putting people over profit—and everything else—is written into our company DNA . We believe that people are the greatest asset in any organization—big or small—in any industry, including rehab therapy. That said, people are complex creatures who need time off and make mistakes and—sometimes—gossip about their coworkers. And when those moments happen, your PT EMR could take the cake for employee of the day (or month)—if you’ve chosen the …

  • Top 5 Signs Your EMR Isn’t Right For Your Practice Image

    articleJan 20, 2015 | 4 min. read

    Top 5 Signs Your EMR Isn’t Right For Your Practice

    If you’re feeling underwhelmed by your current electronic medical record (EMR) solution, then it might be time to trade it for a system that better meets your practice’s needs . After all, a subpar EMR can cause you all sorts of headaches, including lost revenue and burned-out staff . Instead, make your EMR work you—and lighten your load in everything from documentation and correct coding to analytics and reporting. But, that requires that your practice has the …

  • Healthcare Payment Solutions Should Reduce Costs—Not Add to Them Image

    articleDec 28, 2017 | 4 min. read

    Healthcare Payment Solutions Should Reduce Costs—Not Add to Them

    In recent years, electronic tools and technological innovations have fundamentally changed the nature of health care—including how providers handle payments for their services. However, many of the solutions that are supposed to make A/R management easier are highly fragmented and inefficient—and they consume a disproportionate share of healthcare dollars compared to payments systems in other industries. According to the American Hospital Association , uncollectible healthcare services account for billions of dollars of lost revenue every year. And …

  • The Dynamic Trio: EMR, RCM, and You Image

    articleApr 22, 2015 | 4 min. read

    The Dynamic Trio: EMR, RCM, and You

    If you’re currently shopping for physical therapy software, you’ve most likely seen a myriad of initialisms. But what does all that alphabet soup mean? Well, in the physical therapy industry, clinics primarily rely on two software solutions to do business: EMR, which provides documentation and scheduling. Revenue cycle management (RCM), which handles accounts receivable (AR) and payable (AP). EMR and RCM are the two initialisms you’ll see most as you shop around for your software. Sometimes, you’ll …

  • Don’t Let Your EMR Negatively Impact Your Bottom Line Image

    articleApr 16, 2014 | 4 min. read

    Don’t Let Your EMR Negatively Impact Your Bottom Line

    During the past decade, the US healthcare landscape has seen some dramatic changes—both in terms of how care is being delivered and how it is being paid for. As a result, the market demand for electronic medicare record (EMR) systems among independent outpatient rehab therapy providers has increased. After all, it would be nearly impossible to keep up with the ever-evolving documentation, coding, and reporting requirements with pen and paper. Today, the healthcare industry is in the …

  • Top 3 PT Billing Software Must-Haves Image

    articleJun 13, 2016 | 4 min. read

    Top 3 PT Billing Software Must-Haves

    When I go clothes shopping, I usually head straight to the clearance rack (I love a good bargain), but—as my husband loves to remind me—there’s a solid reason some of those items didn’t sell for full-price. Sure, sometimes the manufacturer made too many—or a particular style didn’t sell as well as planned. Most of the time, though, the discounted items are simply poor quality—and that’s why it’s crucial to be able to spot the difference between cheap …

  • ICD-10 Open Forum Image

    webinarOct 5, 2015

    ICD-10 Open Forum

    On October 1, the US officially said RIP to ICD-9 and brought ICD-10 to life. For some of you, the transition might’ve been all sugar and spice—a real treat. But for many others, the switch to the new code set might’ve left you feeling overwhelmed, tricked, or even a bit scared. At the very least, you might be haunted by some lingering questions. That’s where we can help. We’ve brewed a cauldron filled to the brim with …

  • Common Questions from Our PT Billing Open Forum Image

    articleAug 18, 2018 | 34 min. read

    Common Questions from Our PT Billing Open Forum

    Last week, WebPT’s trio of billing experts—Dr. Heidi Jannenga, PT, DPT, ATC/L, WebPT President and Co-founder; John Wallace, PT, MS, WebPT Chief Business Development Officer of Revenue Cycle Management; and Dianne Jewell, PT, DPT, PhD, WebPT Director of Clinical Practice, Outcomes, and Education—hosted a live open forum on physical therapy billing . Before the webinar, we challenged registrants to serve up their trickiest PT billing head-scratchers—and boy, did they deliver! We received literally hundreds of questions on …

Achieve greatness in practice with the ultimate EMR for PTs, OTs, and SLPs.