Physical Therapy Clinics · Build Pod
Front-Desk Hours Disappear Into PT Auth and Visit-Cap Tracking
Physical therapy clinics run on visit-based reimbursement, which means front-desk staff spend hours each week verifying authorizations, tracking visit caps by payer, and re-submitting when a plan denies a session. Meanwhile therapists hand out generic printed HEP sheets that patients don't follow, and clinics rarely notice a patient tapering off their plan of care until the schedule empties out. A Build Pod is a subscription AI team that wires directly into your EMR, WebPT, Clinicient, Raintree, to close these gaps without adding headcount.
What we build for Physical Therapy Clinics
Automate insurance authorization and visit-cap tracking by payer
Pull eligibility and visit-cap data from payers automatically, flag sessions that need re-authorization before the visit happens, and stop billing surprises before they hit the schedule.
Generate patient-specific home exercise program handouts from each SOAP note
Turn each session's SOAP note into a tailored HEP handout with the patient's actual exercises, reps, and progression notes instead of a generic printed sheet.
Flag at-risk patients before they drop out of their plan of care
Surface patients whose visit frequency is slipping against their plan of care so the front desk can call before the patient quietly stops rebooking.
How a Build Pod fits
Your Build Pod starts by mapping how authorizations, visit caps, and HEP delivery actually move through your clinic today, EMR, scheduling, and billing included. The first build usually targets whichever step is burning the most front-desk time, wired directly into WebPT, Clinicient, or whatever system you're already running.
From there the pod adds modules on a monthly cadence, drop-off alerts, payer-specific auth rules, patient-facing HEP portals, without a new contract or a new hire. You keep the same team, priced like one senior engineer, for as long as the roadmap has work left.
Frequently asked questions
- How long before we see something working in our clinic?
- The first module, usually the auth or visit-cap tracker, is scoped from a short call with your front desk and typically reaches a working version your team can test within the first few weeks.
- Can the Build Pod work with WebPT or Clinicient, or does it require a new EMR?
- No new EMR. The pod builds against your existing system's API or export flows, so WebPT, Clinicient, Raintree, and similar platforms stay exactly where they are.
- Who reviews clinical content like the HEP handouts before patients see them?
- Your clinical staff review and approve the exercise logic and wording before anything reaches a patient; the pod builds the tool and pulls from your SOAP notes, it doesn't make clinical decisions.
Ready to ship AI for physical therapy clinics?
A Build Pod gets working AI into your stack in 2–3 weeks. Month-to-month, cancel any time.
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