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Treating patients while standing. Charting while walking. Documenting between back-to-back sessions with maybe three minutes to spare. That's physical therapy. Most medical software assumes you're a physician sitting at a desk seeing one patient per hour. It wasn't designed for clinicians who spend their days on treatment floors demonstrating exercises and performing manual techniques.
The documentation burden alone is brutal. PTs spend roughly 35% of their working hours on paperwork. Not treating patients. Not improving outcomes. Paperwork. Burnout rates in rehab hover between 45% and 71%, and every extra hour of charting after the clinic closes pushes that number higher. Something has to give.
Then there’s billing. Rehab coding looks very different from coding for physician office visits. You deal with therapeutic exercise codes, manual therapy units, neuromuscular reeducation, the 8-minute rule, Medicare therapy thresholds, and prior authorization issues that change by payer. Generic EMRs struggle with this information. They were not designed for it.
That’s where rehab-specific platforms come in. These systems know what a PT evaluation actually looks like. They understand timed units and functional limitation reporting. They connect clinical documentation directly to charge capture so your billing doesn’t fall apart. Here are ten worth knowing about.
WebPT
WebPT dominates the outpatient rehab market. Over 20,000 clinics use it. More than 150,000 therapists log in every day. Those numbers aren’t accidental.
Charting follows the APTA's Guide to Physical Therapist Practice. It covers orthopedic shoulder impingement, post-stroke gait training, and ACL reconstruction protocols. The templates accommodate all of this. SOAP notes include specialty-specific content. When a patient presents with something unusual, the system adjusts instead of failing.
Billing integration manages the tracking of the Medicare therapy cap, which confuses many practices. Prior authorization management is part of the system rather than needing a separate workflow. Claims are reviewed before submission. Eligibility verification occurs in real-time. The home exercise program tools help keep patients involved between visits, which is important when treatment plans last for months.
Patient engagement extends beyond HEP delivery. Outcome collection between visits keeps the data flowing. The platform connects scheduling, documentation, and billing into workflows that actually make sense for high-volume rehab operations where therapists manage overlapping appointment windows.
Raintree Systems
Raintree has been building healthcare software for over forty years. They support 8,500+ clinic locations and process north of 50 million patient visits annually. This is enterprise-grade infrastructure for organizations that outgrew simpler solutions.
Organizations running multiple clinics get one scheduling system, one set of documentation standards, and reporting that spans every location. Physical therapy, occupational therapy, speech-language pathology—all three disciplines share patient records. Hospital outpatient departments and large practice groups need this kind of infrastructure. Smaller operations would find it overkill.
The ScribeIQ AI documentation tool captures encounters and generates structured notes. It’s part of a broader industry push to reclaim time therapists lose to typing. Combined with analytics that track KPIs across locations, Raintree gives rehab organizations visibility into both clinical outcomes and operational performance. Practice administrators can measure what’s working and what needs attention without piecing together reports from disconnected systems.
Not cheap. Not simple to implement. The learning curve is real, and smaller practices often find the complexity overwhelming. But for large operations that need sophistication and can invest in a proper setup, it delivers.
Net Health (TherapySource)
Net Health works with 25,000+ healthcare organizations. TherapySource, their outpatient product, combines fast documentation with predictive outcomes analytics. Two priorities in one platform.
For many practices, documentation speed is key. Customizable templates and workflow shortcuts allow some practices to finish evaluations in six minutes. Six. That’s a game-changer for clinics overwhelmed by charting backlogs. The system focuses on gathering essential clinical information without requiring too much data entry, which can slow therapists down.
The real differentiator is FOTO Analytics integration. Predictive outcomes measurement lets you benchmark patient progress against national databases of over 30 million therapy episodes. You can spot patients at risk for poor outcomes early and adjust treatment. You can show payers objective functional improvement data. As rehab reimbursement shifts toward value-based models, the outcomes focus becomes increasingly valuable for demonstrating clinical effectiveness and negotiating contracts.
Net Health also offers ReDoc for hospital outpatient and inpatient acute settings. Same company, different products optimized for different environments. The company claims its hospital EMR can add $19,000 in additional revenue per therapist through better charge capture and reduced documentation errors. TherapySource integrates with existing hospital information systems through HL7 interfaces, which matters for health system-employed practices.
Clinicient (Insight EMR)
Clinicient, now part of the WebPT family, built its reputation on compliance automation. The Insight platform was designed around Medicare physical therapy billing requirements from day one, which is why practices dealing with complex payer rules tend to gravitate toward it.
The system connects clinical documentation with charge capture. What you chart directly influences what you bill. Automated coding for CPT and ICD-10, payer-specific charge rules, and built-in compliance checks cut down on the manual work that leads to billing errors. They have processed nearly a billion dollars in collections. Users say that the fail-safes help them stay compliant even when they are working quickly, and the platform keeps up with changes from Medicare and updates from payers.
Voice-to-text transcription speeds charting considerably. The company claims documentation time reductions of up to 50% with this feature. View History capabilities reportedly give therapists 91% faster access to clinical history. The platform integrates with Keet Health for outcomes management and home exercise programs, extending functionality beyond core documentation and billing.
Implementation of these systems will require effort. However, practices that persevere through the setup phase get a system that manages PT, OT, and SLP workflows with solid compliance checks. Customer support receives mixed feedback, with some users appreciating the quick responses while others feel they wait too long for solutions.
SPRY PT
SPRY launched in 2021 with AI baked into the foundation. Where older platforms retrofitted automation features, SPRY built around them from scratch. The target market is modern rehab practices tired of software that feels like it was designed in 2005.
SPRYScribe captures clinical encounters and automatically generates notes. The company reports a 60% reduction in documentation time. For therapists who became physical therapists to help people move better, not to type faster, that promise is appealing. The AI method shows that the industry understands templates alone cannot fix the documentation crisis. You need technology that actually reduces the administrative workload instead of merely digitizing paper processes.
Your billing will go through integrated workflows with over 98% claim approval rates. And with the newly developed interface, you’ll find shorter training times for new staff, who expect software to work like the apps they use outside of work.
A younger platform means fewer battle scars. They haven’t weathered every edge case that established vendors encountered over decades. The feature set continues expanding as the company matures. Practices wanting proven stability and extensive documentation might wait. Practices wanting contemporary technology and aggressive documentation automation should look closely.
Jane App
Jane serves health and wellness practitioners in many ways, but physical therapy clinics especially appreciate the flexibility in booking and scheduling. When you are managing different types of appointments, various treatment lengths, and several therapists, that flexibility is more important than you might think.
Online booking lets patients schedule directly without calling the front desk. Automated reminders cut no-show rates, which hit rehab practices especially hard since treatment plans require consistent attendance across weeks or months. Miss three sessions in a row and you’re essentially starting over with some patients. The charting accommodates different clinical approaches without forcing everyone into identical workflows.
Practices that provide virtual consultations will benefit from the array of telehealth features that have been built by the team. Moreover, American clinics often mention that they appreciate the simple design and transparent pricing without any hidden fees that could raise costs unexpectedly.
Jane may not match all the rehab-specific depth and features you may find in platforms like WebPT or Raintree. But for practices that prioritize elegance over complexity, particularly multi-disciplinary clinics mixing PT with massage, chiropractic, or wellness services, it works.
ClinicSource
ClinicSource was built by therapists who got tired of fighting generic medical software. That origin story shows in the details throughout the platform.
You’ll find that the documentation flows reflect the real work of PT, OT, and SLP practitioners. Evaluation templates, treatment note formats, and progress reports focus on therapy needs instead of patterns found in physician offices. The difference becomes obvious the first time you document a complex neuro case without having to deal with software assumptions designed for 15-minute office visits.
The focus stays narrow: therapy practices, period. No awkward compromises to accommodate unrelated specialties that dilute development attention. ClinicSource knows what rehab clinics need and builds for that audience exclusively.
If you’re familiar with EMR systems yourself, this could be a great fit. Works well for clinics that know exactly what they need and don’t want to pay for capabilities they’ll never use. Less ideal for practices wanting extensive bells and whistles beyond core documentation, scheduling, and billing.
ChiroTouch
ChiroTouch focuses on chiropractors, supporting more than 20,000 providers. If your practice emphasizes spinal manipulation and musculoskeletal rehabilitation, this specialization is beneficial.
Spinal assessment charting, treatment frequency documentation, and outcome tracking are all built for manipulation-based care. SOAP templates capture examination findings and treatment rationale that chiropractic billing demands. Integrated outcome assessments demonstrate patient progress without requiring separate tools.
Appointment reminders, maintenance care recall systems, and patient education tools maintain relationships over long treatment episodes. The system assumes you’re doing chiropractic work and optimizes accordingly.
For multi-disciplinary practices combining chiropractic with PT, you might need additional software. For chiropractic-focused clinics, the specialization eliminates adaptation headaches.
Prompt EMR
Prompt built its platform around collaborative care coordination. When patients see different therapists throughout their episode of care, everyone needs access to the same information. Prompt makes that handoff smooth.
Team-based rehab treatment is more effective when software supports it instead of creating information silos between providers. That’s why you’ll find this system to be a great fit if you have multiple providers all within one.
Workflow automation standardizes operations from intake through discharge. Consistent procedures reduce errors and speed throughput. The modern interface reflects the understanding that therapists compare their work software to consumer apps and find most healthcare technology lacking.
Good fit for practices emphasizing collaborative treatment models. Less essential for solo practitioners who handle their own caseloads.
What These Platforms Can’t Do
Every EMR on this list handles clinical documentation, scheduling, and billing inside the platform. None of them solves the communication that happens outside the chart notes.
Physical therapy treatment spans weeks or months. Patients need appointment coordination, home exercise reminders, progress check-ins, and answers to questions about that weird pain after yesterday’s session. These conversations happen through calls, texts, and voicemails that contain protected health information requiring HIPAA compliance.
Therapists treating patients can’t easily reach desk phones. Front desk staff juggling check-ins may miss calls needing clinical input. Patients calling with questions struggle to connect with their actual PT. Many practices default to personal cell phones, which creates compliance vulnerabilities and means therapists get patient texts during dinner.
In the end, it’s true that patients who receive encouragement between visits tend to perform better. Sending those messages through personal phones or consumer apps breaks HIPAA rules on encryption and audit trails. That’s exactly why you’ll need to extend HIPAA compliance beyond your records.
How iPlum Bridges the Communication Gap
iPlum provides HIPAA-compliant phone lines designed for healthcare. Physical therapists get professional numbers accessible from personal devices. Responsive patient communication without exposing personal contact information or fielding work texts on Saturday morning.
Secure messaging handles home exercise reminders, appointment confirmations, and progress check-ins through encrypted channels. Post-surgical patients recovering at home receive guidance without requiring office visits. All messages, voicemails, and call records stay encrypted with archives supporting audit requirements.
Multi-provider practices use administrative controls to monitor communication patterns and ensure consistent policy compliance. Auto-attendant features route patient calls to the appropriate staff. The platform works alongside your EMR rather than complicating existing workflows.
The separation between professional and personal channels also protects the therapist's well-being. When clinic hours end, you can disconnect from patient communication without leaving anyone behind. That boundary is important for professionals who are already dealing with burnout from documentation demands.
Pairing specialized rehab EMR with compliant communication tools creates protection across all touchpoints. Clinical documentation stays secure inside purpose-built systems. Patient communication maintains equivalent protection through dedicated HIPAA-compliant channels. Therapists focus on helping patients regain function instead of wrestling with software that doesn’t understand their work.
