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Whether you own 2 or 200 clinics, once you grow beyond one facility, you need a scalable, comprehensive therapy clinic software system that integrates all facets of your practice. Appalachian Therapy Center, a chain of four clinics, headquartered in Maryville, Tennessee, employs some 25 physical therapists, which together see about 35,000 patient visits per year. The center provides a range of physical therapy, sports therapy, and other services, with an emphasis on orthopedics. Initially, their paper-based system for tracking patient care and billing information was time consuming, cumbersome and not always complete enough to obtain full reimbursement. After implementing a therapy clinic software system, Appalachian Therapy Center in Tennesee saw visit billings increase by over 35 percent - for $ 700,000 in additional annual billings. Back in 2001, they replaced their paper-based system for tracking patient care and billing information with a top therapy clinic software program with wireless point-of-care documentation.
Since the company replaced its paper-based system, they have seen
• Over 35% increase in per visit billings
• Better tracking for therapists real-time work
• Better documentation of patient progress
• $ 700,000 in additional annual billings
The software provided wireless connectivity so therapists could roam freely- rather than having to leave the patient's side to use a workstation. Most patients are covered by insurance companies or government programs, such as Medicare or Medicaid; however insurers and other payers require exact documentation of work performed, including the proper use of billing codes to obtain reimbursement. Appalachian Therapy Center's old system was based on handwritten entries by therapists, augmented by dictated notes. Folders would often pile up during the day, with the paperwork being completed later. The delays could lead to incomplete or incorrect documentation and use of incorrect billing codes. The errors in documentation often meant that Appalachian Therapy Center was under-reimbursed for the services provided to patients. Â The new therapy software contains coding and compliance data to help users maintain accuracy and consistency in documentation, which helps to achieve compliance with federal, state and private payers.
 "The medical software company predicted we'd see at least a 10 percent increase in our per-visit billings," Black says. "We've seen at least a 35 percent increase in per patient billing through elimination of 'leakage'-that is, providing services that either aren't billed for or that are incorrectly billed for." Chief Financial Officer (CFO) Baron Johnson, who is a managing partner of Appalachian Therapy Center, says he knew he needed a system to bring more accuracy to billing. "It's not that our people were missing anything," Johnson says. "The therapy documentation sometimes just wasn't good enough for what the insurers required. Poor documentation costs you in all sorts of ways.  Claims get rejected, or they are reimbursed at a lower rate. You can lose referral sources. We've always had a great staff; we just needed some help documenting what we do." Johnson is delighted with the results of the solution. "We see about 35,000 patient visits per year," he says. "With the more accurate billing information provided from this software, we have generated some $ 700,000 in additional billings. As a CFO, that's great news. As a partner, that's even greater news."
This solution helps physical therapists track their work with patients in real time, which increases the accuracy of the patient record and helps the center provide the documentation required to be reimbursed from insurance companies and government programs. Â Both Johnson and Black credit the easy-to use graphical user interface. "The software company sent their lead customer service rep to spend Thursday and Friday with us, assuming that we were going to have some difficulty adjusting to these new devices. By mid-morning on Thursday, her job was finished. We made the transition in minutes. It was that easy," Black says.
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