The Gold Standard: Therapy on Wheels Navigates Payer Audits with WebPT RCM Expertise

Background

When your practice is on the move, compliance can’t afford to fall behind. Linda Barnes, an Occupational Therapist and financial compliance lead for Therapy on Wheels, manages a large mobile team that provides care across multiple states in homes and assisted living facilities.

With 50 therapists, her team delivers outpatient-level care wherever patients need it. That unique model also means complex reimbursement requirements and heightened payer scrutiny.

When her previous software couldn’t keep up with the demands of mobile therapy, Linda turned to WebPT, a platform purpose-built for compliance, efficiency, and the way therapists actually work.

Challenge 

Rapid growth brought an unexpected roadblock: a major commercial payer placed Therapy on Wheels under prepayment review. Every single note required auditor approval before payment, which halted cash flow and created intense documentation demands.

To stay compliant and get paid, Linda’s team had to meet exacting standards: every CPT code documented down to the minute. The stakes were high, and she needed a partner who understood both therapy workflows and payer expectations.

Solution 

Partnering with WebPT’s RCM team of experts, Linda focused on strengthening clinical documentation and refining workflows to meet the payer’s rigid standards. WebPT provided hands-on guidance, walking step by step through every adjustment needed to satisfy the auditor.

Benefits 

With WebPT RCM by their side, Therapy on Wheels found stability and confidence again. The team provided targeted guidance that directly addressed audit issues, helping the practice quickly move toward release from prepayment review and restore cash flow. 

With newly optimized documentation and expert oversight, payments began arriving faster and more predictably. Linda specifically credits this turnaround to the WebPT RCM team for quick, accurate claims handling, even for newly credentialed providers. 

Most importantly, the partnership offered vital insights specific to their complex practice structure: 

• Setting & Region: The RCM team successfully managed the complexities of claims spanning multiple states and various service locations (homes and assisted living facilities), ensuring financial consistency across their entire mobile footprint.

• Specialty: The guidance was specifically tailored to meet the exacting documentation standards required for complex Occupational Therapy billing, ensuring every CPT code was documented precisely for compliance.

• High-Volume Management: The integrated solution proved scalable enough to manage the compliance demands of a 50-therapist, high-volume practice, turning a crisis into a foundation for continued rapid growth.

Conclusion 

WebPT is the essential partner that keeps Therapy on Wheels compliant and supports their large mobile practice. Linda relies on the WebPT platform’s specialty design, expert RCM services, and responsive support. This total solution ensures the practice can survive intense audits and keep growing their team.

Linda summarizes the core value of her partnership with WebPT: “I had always considered WebPT the gold standard in our industry, which is why we ultimately chose them. The dedicated RCM team working with us is exceptional and highly effective. The entire process has been very smooth.”