A Comprehensive Resource for PTs, OTs, and Compliance Teams

Introduction

Navigating Medicare’s intricate billing and documentation requirements for physical therapy (PT) and occupational therapy (OT) services can often feel like a complex maze for even the most seasoned therapy practices. Staying current with updates and adhering to best practices is crucial not only for compliance but also for ensuring accurate billing and timely reimbursement. This guide, drawing on insights from recent Medicare updates and expertise from the Billing Nerds team, aims to be your go-to Medicare Billing Guide for Therapy Practices. We will cover essential topics such as medical necessity, comprehensive Medicare Documentation Requirements PT OT, therapy caps, coding guidelines, and key Therapy Medicare Compliance 2025 updates to help your practice thrive. For practices utilizing an EMR, understanding how your system, like HelloNote EMR Medicare Billing features, can support these processes is invaluable.

1. Medical Necessity & The Critical Role of the Plan of Care (POC)

What is Medical Necessity in Therapy?

At its core, Medicare defines medical necessity as services that are reasonable and necessary for the diagnosis or treatment of an illness or injury, or to improve or maintain the functioning of a malformed body member. For physical and occupational therapists, this means:

• Clear Justification: Your clinical notes must unequivocally justify the need for therapy. This involves detailing how the patient’s condition impacts their functional abilities.

• Functional Improvement or Maintenance: Therapy services must demonstrably improve a patient’s condition or function, or, in certain cases (maintenance therapy), prevent or slow deterioration.

• Goal Alignment: Therapeutic goals must directly align with the patient’s identified deficits and functional limitations. They should be measurable, achievable, relevant, and time-bound (SMART goals).

Essential Plan of Care (POC) Requirements

A valid, comprehensive Plan of Care is the bedrock of Medicare billing for therapy services. It must:

• Be established before treatment begins by a qualified physical therapist or occupational therapist.

• Include accurate patient diagnoses (ICD-10 codes).

• Clearly state specific, measurable long-term treatment goals.

• Outline the type, amount, duration, and frequency of therapy services.

• Be signed and dated by the referring physician or non-physician practitioner (NPP) who is establishing or certifying the plan.

• Certification Timing: Be certified (signed and dated by the physician/NPP) within 30 days of the initial therapy evaluation.

Common POC Errors to Avoid:

• • Missing or Delayed Certifications: Failure to obtain physician/NPP certification or re-certification within the required timeframes. An EMR with Plan of Care certification tracking can help prevent this.

  • Vague or Unmeasurable Treatment Goals: Goals like “improve strength” are insufficient; they must be functional and quantifiable (e.g., “patient will increase right shoulder flexion to 120 degrees to allow independent hair combing within 4 weeks”).

  • Lack of Documented Progress: Failure to consistently document the patient’s progress (or lack thereof) toward the established POC goals in daily notes and progress reports.

2. Navigating Certifications, Recertifications & Authorizations

Initial Certification Nuances

As stated, Medicare mandates that the initial Plan of Care be certified by a physician or NPP within 30 days of the therapy evaluation. Delayed certifications are a common reason for denied claims, making timely follow-up crucial.

Recertification Requirements

The POC needs to be recertified:

• • At least every 90 calendar days from the date of the initial certification.

  • If there is a significant modification to the Plan of Care (e.g., changes in long-term goals, frequency, or duration).

  • Important Note: A progress report is NOT a recertification. Recertification is a separate, signed, and dated attestation by the physician/NPP affirming the continued need for therapy and the appropriateness of the current POC.

Exception (Effective 1/1/2025): POC Certification Flexibilities

Medicare is introducing certain flexibilities for POC certifications starting January 1, 2025, aimed at reducing administrative burden. Practices should monitor official CMS communications for detailed guidance on these changes.

Prior Authorizations

While Medicare Part B generally doesn’t require prior authorization for most PT/OT services, some Medicare Advantage plans or other payers do.

• • Always verify authorization requirements before initiating care.

  • Ensure you understand coverage limits and specific documentation needed for each authorization to prevent denials.

3. Mastering Medicare Billing & Coding Guidelines for Therapists

Understanding Timed vs. Untimed CPT Codes

Correctly differentiating and documenting timed versus untimed codes is fundamental for Physical Therapy Billing and Occupational Therapy Billing under Medicare.

• • Timed CPT Codes: (e.g., 97110 Therapeutic Exercise, 97140 Manual Therapy, 97530 Therapeutic Activities). These codes require meticulous documentation of the total treatment time and the direct one-on-one time spent with the patient performing each specific timed service.

  • Untimed CPT Codes: (e.g., 97001 PT Evaluation, 97002 PT Re-evaluation, 97003 OT Evaluation, 97004 OT Re-evaluation, most modality codes like 97010 Hot/Cold Packs if not part of another service). These are billed once per patient per session, regardless of the duration spent performing the service.

The 8-Minute Rule Explained

The 8-Minute Rule is a cornerstone of billing for timed CPT codes under Medicare. It dictates how to calculate billable units for direct time-based services.

• • Single Service: To bill for a single unit of a timed service, you must provide at least 8 minutes of that service.

  • Multiple Services in a Session: When multiple timed services are provided in a single session, you must sum the total minutes of all timed services provided. Then, divide this total by 15 to determine the maximum number of billable units for that session. (e.g., 23 total timed minutes = 1 unit; 38 total timed minutes = 2 units). An EMR with an 8-minute rule billing software feature can automate these calculations.

Common Billing Errors Impacting Reimbursement:

• • Incorrect Application of the 8-Minute Rule: Especially when multiple services are provided.

  • Billing More Units Than Documented Therapy Time: Documentation must always support the number of units billed.

  • Insufficient Justification for Codes: Treatment notes must clearly describe the skilled service provided that corresponds to each CPT code billed.

  • If you’re asking how to bill Medicare for physical therapy services correctly, mastering these rules is essential.

4. Group Therapy & Caregiver Training Services

Individual vs. Group Therapy Codes

• • Individual Therapy: Involves one-on-one services provided by the therapist (or assistant under appropriate supervision) to the patient. This is typically billed using timed CPT codes.

  • Group Therapy (CPT Code 97150): Involves two or more patients engaged in therapeutic activities simultaneously. They may or may not be performing the same activity. The therapist must be in constant attendance but does not require one-on-one patient contact for the entire duration. This is an untimed code.

Documenting Caregiver Training

Therapists can bill for providing structured education and training to caregivers (family members, etc.) on how to assist the patient with their home exercise program or functional tasks, when this training is directly beneficial to the patient’s treatment. Documentation must clearly outline the training provided, the caregiver’s participation, and how it supports the patient’s goals.

Documentation Tip for Group Therapy:
Your notes must clearly justify why a service was provided as group therapy rather than individual care (e.g., “Patient participated in therapeutic exercise group focusing on dynamic balance activities with 2 other patients under constant therapist supervision to improve social interaction and functional carryover of balance skills”).

5. The Medicare Therapy Cap & Proper KX Modifier Use

Understanding the 2025 Therapy Cap Threshold

Medicare has an annual financial threshold (often referred to as the “therapy cap”) for outpatient PT, OT, and SLP services combined. This threshold is updated annually. Once a patient’s therapy expenses reach this threshold, claims for continued therapy require the use of the KX modifier to indicate that the services are medically necessary. This is a key part of the Medicare therapy cap KX modifier guide.

KX Modifier Guidelines – Attesting Medical Necessity

When therapy services exceed the annual threshold but remain medically necessary:

• • The KX modifier must be appended to the CPT codes on the claim.

  • This attests that the services are reasonable and necessary and that documentation supports this.

  • Crucial: Detailed justification for continued therapy beyond the threshold must be clearly documented in the patient’s progress reports and daily notes. This includes why the patient continues to benefit and how services are contributing to functional goals.

  • Medicare may conduct random audits (e.g., Targeted Probe and Educate – TPE) to ensure compliance with KX modifier use.

6. Supervision Requirements & Incident-to Billing Clarifications

Who Can Provide and Bill for Outpatient Therapy Services?

• • Therapists (PT/OT): Licensed Physical Therapists and Occupational Therapists can perform initial evaluations, establish Plans of Care, provide treatment, supervise assistants, and write progress reports and discharge summaries.

  • Therapy Assistants (PTA/OTA): Licensed Physical Therapist Assistants and Certified Occupational Therapy Assistants can provide services under the direction and supervision of a qualified PT or OT, respectively. Supervision requirements (direct vs. general) vary by state law and payer policy, including Medicare.

  • Students & Therapy Technicians/Aides: Students can assist under direct personal supervision of the therapist. Technicians/aides can assist with non-skilled tasks but cannot bill independently for therapy services.

Supervision Policy Updates for 2025 (CMS)

Private practice therapists must stay informed about any new or revised CMS guidelines regarding direct versus general supervision for therapy assistants. These rules impact how services provided by PTAs/OTAs can be billed.

7. Documentation Best Practices for Medicare Compliance

Comprehensive and compliant documentation is paramount. Meticulous record-keeping not only supports medical necessity but also protects your practice during audits. Medicare for Therapists involves rigorous documentation.

Key Documentation Elements Medicare Reviews:

• • Initial Evaluation & Re-Evaluations: Must be thorough, objective, and clearly establish the need for therapy.

  • Daily Treatment Notes: Must reflect the skilled services provided, patient response, progress towards goals, and any changes in status. They should “paint a picture” of the session.

  • Progress Reports: Required at least every 10th treatment visit or every 30 calendar days, whichever comes first. They must provide an objective measure of progress toward goals.

  • Discharge Summary: Summarizes the course of therapy, outcomes achieved, and recommendations for continued self-management or further care.

Progress Reports & Discharge Notes – Demonstrating Value

• • These documents must clearly and objectively document measurable progress (or lack thereof, with justification for continued care or discharge).

  • They should explicitly state why therapy should continue (linking to unmet goals and functional deficits) or why it is appropriate to discontinue services.

  • Avoid common Medicare billing errors for occupational therapy and physical therapy by ensuring these reports are robust.

Common Documentation Mistakes to Avoid:

• • Failing to Link Therapy to Functional Improvement: Notes must show how interventions are helping the patient achieve specific functional goals (e.g., “improved ability to transfer from sit to stand with less assistance,” not just “increased quad strength”).

  • Using Generic Templates Without Patient-Specific Details: Documentation must be individualized and reflect the unique needs and responses of each patient.

  • Inconsistent or Incomplete Records: Missing signatures, dates, or required elements.

8. Leveraging Remote Therapeutic Monitoring (RTM) & Telehealth

Medicare’s RTM Guidelines for Therapy

Remote Therapeutic Monitoring (RTM) codes allow therapists to bill for monitoring patient adherence to home exercise programs and other therapeutic activities outside of the clinic, using digital health technologies.

• • Requires at least 16 days of data tracking per calendar month for certain RTM code sets to be billable.

  • Documentation must support the medical necessity of RTM and the interactions with the patient regarding the data.

How EMRs Like HelloNote Enhance RTM & Telehealth Compliance:

• • An EMR for Medicare compliance, such as HelloNote, can significantly simplify RTM. Features like Automated RTM tracking EMR capabilities can help ensure compliance with data collection requirements and streamline the documentation and billing for these services.

  • Similarly, for telehealth services (where covered by Medicare and other payers), an integrated EMR can manage scheduling, documentation, and billing for virtual visits.

Conclusion & Key Steps for Your Therapy Practice

Staying compliant with the ever-evolving landscape of Medicare billing and documentation is an ongoing effort but essential for the financial health and integrity of your therapy practice. Proactive measures like regularly reviewing CMS updates, providing thorough staff training, and leveraging an EMR system that supports Medicare Documentation Requirements PT OT can significantly ease the burden of compliance, reduce audit risks, and prevent claim denials. This is key to effective Revenue Cycle Management (RCM) for Therapy.

Key Takeaways for Mastering Medicare:

• • Prioritize Medical Necessity: Ensure all services are justified and documented as reasonable and necessary.

  • Complete & Timely POCs: Ensure Plans of Care are comprehensive, signed, and certified/re-certified within Medicare’s timeframes. Plan of Care certification tracking tools are invaluable.

  • Accurate Coding & Billing: Adhere strictly to CPT coding rules, including the 8-Minute Rule for timed services. An 8-minute rule billing software feature in your EMR can prevent errors.

  • Understand Therapy Caps & Modifiers: Properly use the KX modifier with robust medical justification when exceeding therapy cap thresholds.

  • Stay Current: Keep abreast of Medicare’s updates, including those for RTM, telehealth, and supervision rules for 2025.

  • Utilize a Robust EMR: An EMR like HelloNote, designed with EMR for Medicare compliance in mind, can automate tracking, simplify documentation, and streamline billing processes.

Need an EMR that makes Medicare compliance easier and more efficient for your PT or OT practice?
HelloNote EMR Medicare Billing features are designed to support therapists in meeting these complex requirements.

Book a Free Demo of HelloNote Today and see how we can help your practice master Medicare!

Implementing PT documentation best practices is central to both clinical outcomes and administrative success. It ensures continuity of care, tracks patient progress, supports reimbursement, and serves as legal protection for the therapist and practice. Yet, many physical therapists continue to face challenges around documentation—namely, balancing thoroughness with time efficiency and meeting ever-evolving compliance requirements.

Improving physical therapy documentation efficiency isn’t just about reducing paperwork; it’s about building sustainable workflows that support clinicians, safeguard patient care, ensure therapy documentation compliance, and maximize reimbursement. This article outlines common documentation challenges, explores practical physical therapy documentation best practices, details key EMR features that help, and answers how to improve documentation efficiency.

Why Adhering to Physical Therapy Documentation Best Practices Matters

In a fast-paced clinical environment, documentation is often seen as a time-consuming task that follows hands-on care. However, the importance of thorough physical therapy documentation extends far beyond recordkeeping.

Proper documentation adhering to best practices:

• • Captures the patient’s baseline and progress over time

  • Justifies the medical necessity of therapy services

  • Facilitates communication among providers

  • Ensures compliance with Medicare and private insurance requirements

  • Serves as a legal record in case of audits or disputes

Failing to meet documentation standards can lead to denied claims, compliance violations, or even loss of licensure. For this reason, therapists must approach documentation not as an afterthought but as a critical part of patient care where PT documentation best practices are consistently applied.

Common Documentation Challenges Addressed by Best Practices

Despite its importance, documentation is often one of the most burdensome aspects of clinical practice. Adopting best practices can help mitigate some of the most frequently reported issues:

1. Time Constraints

Therapists often juggle full caseloads, leaving limited time to complete detailed notes during or between sessions. As a result, documentation is frequently delayed, rushed, or completed after hours, contributing to burnout. Best practices focus on improving efficiency.

2. Inconsistent Note Quality

Without standardized templates or structured workflows – key elements of documentation best practices – notes can vary widely across providers. This inconsistency increases the risk of missing essential elements required for compliance or reimbursement.

3. Compliance Complexity

Navigating requirements from Medicare, Medicaid, and commercial insurers for therapy documentation compliance can be overwhelming. Each payer may require different levels of detail, terminology, or evidence of progress. Manual tracking of these criteria increases the likelihood of errors, which best practices aim to reduce.

4. Paper-Based or Outdated Systems

Some clinics still rely on paper charts or legacy software that lacks integration or automation. These systems make implementing and sustaining physical therapy documentation best practices difficult, increasing administrative burden and risk.

Core Physical Therapy Documentation Best Practices

Improving PT documentation requires a combination of clinical discipline, administrative planning, and the right technology. Below are key PT documentation best practices that therapy practices can implement.

Use Standardized Templates

Structured templates are a fundamental best practice, ensuring consistency in the documentation process while reducing the risk of omitting required details. Templates for evaluations, daily notes, progress reports, and discharge summaries should include prompts for:

• • Patient goals and functional status

  • Objective measurements and test results

  • Skilled interventions provided

  • Patient response to treatment

  • Plan of care with frequency and duration

Templates can be customized to reflect the specific needs of your patient population or referral sources while aligning with payer requirements.

Document in Real Time When Possible

Completing notes during or immediately after treatment is a crucial best practice that reduces the risk of forgetting key details and directly addresses how to improve documentation efficiency. While this is not always feasible, therapists can use shorthand, voice-to-text tools, or quick note features within their EMR to capture essential data before completing full documentation.

Real-time documentation also facilitates timely billing, which can improve cash flow and reduce denials due to missing or incomplete records.

Align Notes with Medical Necessity Criteria

Insurance carriers look for specific elements to determine whether therapy services are justified. A core documentation best practice involves ensuring notes clearly demonstrate that treatment is:

• • Reasonable and necessary for the patient’s condition

  • Delivered by a licensed professional

  • Progressing toward measurable goals

Phrases such as “patient tolerated treatment well” are often flagged as insufficient. Instead, therapists should document clinical reasoning, patient performance, and observed improvements tied to objective measures to meet payer requirements.

Conduct Regular Chart Audits

Periodic internal audits are a best practice for quality assurance. They help identify gaps in documentation and ensure that notes reflect current regulations. Clinic managers can review a sample of patient records for completeness, accuracy, and compliance with payer requirements.

Findings from these audits can be used to guide staff training and template adjustments, reinforcing physical therapy documentation best practices across the team.

How Key EMR Features Enhance Documentation & Enable Best Practices

A well-designed EMR system can significantly reduce the administrative load of physical therapy documentation while improving accuracy and compliance. Explore the specific EMR features that support physical therapy documentation best practices:

1. Built-In Templates and Smart Forms

An EMR designed for therapy practices includes standardized forms with required fields, dropdowns, and auto-fill features. These tools guide therapists through the documentation process, reducing variability and improving completeness. This EMR feature directly supports the best practice of standardization.

2. Compliance Prompts and Alerts

Modern EMR platforms offer built-in compliance tools that prompt users when documentation is incomplete or missing required information according to payer rules. This EMR feature is key for maintaining compliance best practices and can help prevent denials or audit issues before they arise.

3. Time-Saving Tools (Dictation, Macros, etc.)

Key EMR features like speech-to-text dictation, quick note macros, and copy-forward functionality allow therapists to complete notes more efficiently without sacrificing quality, directly contributing to how to improve documentation efficiency.

4. Centralized Record Access

An integrated EMR stores all documentation in a centralized, secure database. Therapists, billing staff, and administrative personnel can access the records they need without duplication or data loss. This promotes coordination across the clinic and simplifies audit preparation, supporting documentation management best practices.

5. Reporting and Analytics

By tracking documentation trends and productivity metrics via EMR reporting features, clinic managers can identify bottlenecks and implement data-driven improvements. For example, if daily notes are consistently delayed, additional training or schedule adjustments aligning with best practices may be needed.

HelloNote, as an EMR built by therapists for therapists, incorporates many of these EMR features. Its templates, workflow automation, and compliance tools are designed specifically to facilitate physical therapy documentation best practices for physical, occupational, and speech therapy practices.

Key Takeaways for Implementing Documentation Best Practices

Therapists are trained to focus on outcomes, functional improvement, and patient care—but without proper documentation following best practices, those efforts may not be recognized or reimbursed. Streamlining PT documentation is not about cutting corners. It is about creating a sustainable workflow that protects clinicians and supports patient progress.

To improve documentation practices:

• • Adopt structured physical therapy documentation best practices, starting with standardized templates.

  • Document as close to the time of service as possible to improve efficiency and accuracy.

  • Align every note with medical necessity standards.

  • Leverage EMR features for automation, compliance checks, and efficiency gains.

  • Conduct regular audits to maintain quality and accountability.

Incorporating these strategies helps therapists spend less time on paperwork and more time doing what they do best; helping patients move, function, and live better.

How HelloNote Streamlines Physical Therapy Documentation

HelloNote EMR was purposefully developed to reduce the documentation burden that therapists often face by embedding best practices into its workflow. By offering customizable, discipline-specific templates, HelloNote ensures that documentation stays compliant while remaining clinically relevant – a cornerstone of physical therapy documentation best practices. Physical therapists can easily record evaluations, daily notes, and progress updates using guided prompts that meet Medicare and private insurance standards. Key EMR features such as real-time note entry, voice dictation, and one-click carry-forward help therapists document accurately without spending extra hours after sessions, addressing how to improve physical therapy documentation efficiency. Built-in compliance alerts notify users if any required data is missing, preventing costly billing errors and rejected claims. HelloNote also tracks patient goals and outcomes over time, allowing for clear progress reporting. These EMR features not only support better care delivery but also make documentation more efficient, less error-prone, and fully aligned with payer requirements and documentation best practices. For therapy practices looking to improve workflow without compromising quality, HelloNote offers an intuitive and reliable solution.

Effective physical therapy documentation, achieved through adopting best practices, is both a clinical and administrative priority. By investing in smarter workflows and purpose-built tools like HelloNote EMR, clinics can support their teams, safeguard compliance, and enhance care delivery in every session.

As therapy practices, including many physical therapy practice clinics, continue to digitize operations, many clinic owners and healthcare professionals face a familiar challenge: understanding the difference between PMS and EMR, and more importantly, determining which system best fits their clinical and administrative needs.  

Though often used interchangeably, a practice management system (PMS) and an electronic medical record (EMR) system serve distinct purposes. One primarily supports the business side of a practice, while the other focuses on clinical documentation and patient care. It’s also worth noting a related, though separate, point of confusion often arises regarding the difference between EMR and EHR for therapists, with EHRs typically offering broader interoperability – however, our focus here is squarely on PMS versus EMR.  

In this article, we’ll define both systems, explore their core functions, compare their strengths and limitations, and help guide therapy professionals in making informed decisions about adoption or integration by clearly outlining the difference between PMS and EMR.  

What Is a Practice Management System?

A practice management system (PMS) is designed to handle the day-to-day operations of a healthcare practice. Its primary purpose is administrative and financial management. 

Key functions of a practice management system include: 

• • Appointment scheduling and calendar management 

• • Insurance verification and eligibility checking 

• • Claims submission and billing 

• • Patient registration and demographic tracking 

• • Financial reporting and revenue cycle management 

In therapy settings, like a busy physical therapy practice, a PMS ensures that appointments are managed efficiently, billing is accurate, and clinic operations stay organized.

What Is an EMR?

An electronic medical record system is a digital version of a patient’s paper chart. It is focused on clinical documentation and patient care. 

Key EMR functions include:  

• • Documenting evaluations, treatment plans, and daily notes 

• • Tracking patient progress and outcomes 

• • Managing clinical workflows and compliance management healthcare regulations  

• • Storing health histories, diagnoses, and test results 

• • Generating reports for audits or case reviews 

In therapy practice, an EMR ensures that clinicians can accurately document treatment, monitor goals, and support continuity of care. 

Practice Management System vs. EMR: Why the Confusion?

Healthcare professionals often confuse the two systems because many software platforms offer overlapping features or market themselves as all-in-one solutions. However, the difference between PMS and EMR comes down to one key distinction:  

• • A PMS handles the business of running a clinic. 

• • An EMR manages the clinical side of patient care. 

Understanding this difference is critical when selecting the right technology for your practice. 

Pain Points in Selecting the Right System

Choosing between a practice management system vs. EMR—or deciding to integrate both—can be overwhelming. Common challenges include: 

1. Overlapping Features and Terminology 
2. Integration Difficulties 
3. Workflow Disruption 
4. Cost and Complexity

Comparing Key Features: Practice Management System vs. EMR

Benefits and Drawbacks of Each System

Practice Management System

• • Benefits: Streamlines front desk tasks, Improves billing and collections, Enhances appointment tracking and reporting 

• • Drawbacks: Lacks clinical depth, Doesn’t handle core EMR functions, Requires integration with EMR for full functionality 

EMR

• • Benefits: Centralizes patient care documentation, Supports clinical workflows and compliance management healthcare standards, Enhances accuracy and accessibility of records  

• • Drawbacks: May lack administrative tools like billing or scheduling, Can be difficult to integrate with a standalone PMS 

Do You Need One or Both?

For therapy practices evaluating the difference between PMS and EMR, the decision depends on the size of your clinic, your staffing structure (perhaps within a growing physical therapy practice), and the level of automation you require. 

Here’s a simple guide: 

Choose a Practice Management System if you:

Already use a separate EMR, Need better billing/scheduling, Want to streamline front-office.

Choose an EMR if you:

Need better documentation tools (core EMR functions), Face compliance management healthcare risks, Want improved clinical reporting.  

Choose an Integrated System if you:

Want to eliminate the gap, Need an all-in-one solution, Want maximum efficiency. 

What to Look for in an Integrated Solution

If your clinic is considering an all-in-one platform that combines both PMS and EMR features, look for: 

• • Therapy-specific templates for physical therapy practice, occupational, and speech therapy  

• • Automated billing workflows linked to clinical documentation 

• • Scheduling tools with reminders and progress tracking 

• • Compliance management healthcare checks built into documentation

• • Customizable reports for both clinical and operational metrics 

• • Cloud-based accessibility and secure data storage 

HelloNote EMR, for example, integrates clinical documentation (key EMR functions) with scheduling, billing, and compliance management—all in one system designed specifically for therapy providers.

Final Thoughts

Understanding the difference between PMS and EMR is crucial for therapy professionals, especially within demanding environments like a physical therapy practice, aiming to improve both patient care and clinic operations. While each system serves a unique role, the best outcomes are often achieved when both are aligned—either through seamless integration or a unified platform. 

Stay updated on the Medicare telehealth extension for 2025 and its impact on therapy practices. Learn about policy updates, supervision changes, and how therapists can continue providing remote care under the Appropriations and Extensions Act, 2025.

The Senate recently passed the Continuing Appropriations and Extensions Act, 2025, which proposes to extend telehealth services for physical therapists, occupational therapists, and speech-language pathologists through September 30, 2025. However, this bill has not yet been enacted into law and still requires approval from the Senate and the President’s signature before taking effect. Until then, the current officially enacted extension remains through March 31, 2025, as previously established under the American Relief Act, 2025. 

This extension, if approved, would ensure that therapy providers can continue offering remote services to Medicare beneficiaries, allowing for greater access to care, particularly in rural and underserved areas. 

However, this legislation does not include changes to the Medicare Physician Fee Schedule conversion factor, meaning that reimbursement rates remain flat despite rising costs. Therapy professionals must carefully navigate these financial challenges while leveraging new opportunities created by the policy updates. 

Key Policy Updates Impacting Therapy Practices in 2025

Extension of Telehealth Services 

One of the most significant provisions in the Continuing Appropriations and Extensions Act, 2025, is the temporary extension of telehealth services for therapy providers. Physical therapists, occupational therapists, and speech-language pathologists will be able to continue delivering virtual care to Medicare beneficiaries until September 31, 2025. This is particularly beneficial for reaching patients in rural or underserved areas and for those with mobility challenges. 

General Supervision for Therapy Assistants 

A major regulatory change in the 2025 final rule allows physical therapists in private practice and occupational therapists in private practice to use general supervision for physical therapist assistants and occupational therapy assistants for all applicable outpatient therapy services. This provides greater flexibility in managing therapy assistants, streamlining practice operations, and enhancing patient care coordination. 

Certification of Therapy Plans of Care 

CMS has introduced an important exception to the physician/nonphysician practitioner signature requirement for initial therapy plan certifications. If a signed order or referral from a physician/NPP is on file, and the treatment plan is transmitted to the physician/NPP within 30 days of the initial evaluation, the initial certification will be considered valid. This change simplifies administrative requirements for therapy clinics while maintaining physician oversight. However, this exception does not apply to recertifications. 

Expansion of Telehealth Services for Caregiver Training 

CMS has expanded telehealth coverage to include caregiver training services, recognizing the essential role caregivers play in patient care. New Medicare-approved codes allow therapists to provide training in direct care and behavior management through telehealth. The key additions to the Medicare Telehealth List include: 

• • G0541-G0543: Direct care training services, such as wound care, infection control, diet preparation, and medication administration. 

• • G0539-G0540: Behavior management and modification training for caregivers. 

This expansion allows therapy providers to educate caregivers remotely, improving patient outcomes while increasing revenue opportunities for clinics offering these services. 

For a more in-depth look at how to navigate caregiver training codes and maximize billing success, visit HelloNote’s guide on updated caregiver training codes for 2025. 

Lack of Adjustments to the Medicare Physician Fee Schedule  

Despite these advancements, therapy providers will not see an increase in Medicare reimbursement rates in 2025. The MPFS conversion factor will decrease by approximately 2.83 percent, reflecting continued downward pressure on provider payments. This presents financial challenges for therapy clinics already managing increased operational costs. Practices must focus on efficiency, optimized billing processes, and strategic use of telehealth to maintain profitability. 

How HelloNote Supports Therapy Practices in 2025

With Medicare reimbursement rates remaining stagnant and operational costs increasing, therapy practices need a system that streamlines workflows and ensures financial stability. HelloNote offers a comprehensive electronic medical record (EMR) solution designed to optimize billing, documentation, and telehealth services while keeping practices compliant with evolving regulations. 

Optimized Billing and Faster Reimbursements 

HelloNote helps therapists manage claims efficiently with: 

• • Automated claims submission to minimize denials and delays. 

• • Integrated insurance verification tools to prevent errors and ensure proper billing. 

• • Faster reimbursement processing, improving cash flow for therapy clinics. 

Seamless Telehealth Capabilities 

With telehealth extended through September 2025, therapy providers must ensure they have the right tools for virtual care. HelloNote’s built-in telehealth features enable therapists to: 

• • Conduct HIPAA-compliant virtual sessions. 

• • Seamlessly document telehealth visits for Medicare compliance. 

• • Expand patient access to therapy services beyond geographic limitations. 

Support for Therapy Assistants 

With the shift to general supervision for PTAs and OTAs, therapy clinics can structure their services more efficiently. HelloNote provides intuitive scheduling and workflow management tools to support this transition while maintaining compliance with supervision requirements. 

Simplified Certification and Documentation 

With the new exception for initial therapy plan certifications, practices must ensure they have an efficient documentation system. HelloNote provides: 

• • Secure storage and transmission of treatment plans to meet Medicare requirements. 

• • Tracking tools to document physician orders and referrals. 

• • Pre-built compliance templates that streamline administrative tasks. 

Preparing for the Future of Therapy Practice Management

The Continuing Appropriations and Extensions Act, 2025, brings both opportunities and challenges for therapy providers. The telehealth extension and expanded caregiver training services allow therapists to reach more patients and provide additional services. However, the lack of reimbursement increases means practices must focus on efficiency and cost management to stay financially sustainable. 

HelloNote is designed to help therapy practices navigate these changes effectively. By integrating smart billing, telehealth tools, and compliance-friendly documentation, therapy providers can focus on delivering quality care while optimizing financial performance. 

Therapists looking to adapt to the latest Medicare updates can explore how HelloNote supports compliance, efficiency, and financial success. 

Discover how ProKinetics Physical Therapy transforms the lives of war veterans through advanced prosthetic rehabilitation. From personalized therapy to emotional healing, learn how cutting-edge technology and compassionate care help amputees regain mobility, independence, and hope. Plus, see how HelloNote EMR enhances seamless patient recovery.

At ProKinetics Physical Therapy, healing goes beyond just rehabilitation. It’s about restoring hope, independence, and quality of life. In a remarkable effort to support those who have given everything in the fight for their homeland, ProKinetics provides cutting-edge prosthetic rehabilitation and therapy services to Ukrainian war veterans who have suffered limb amputations. 

From the Battlefield to Recovery

As the war in Ukraine continues, countless soldiers have endured life-altering injuries, many requiring specialized medical attention. Staten Island has become a haven for some of these wounded warriors, offering them a chance to rebuild their lives. 

Two such veterans, Vitaliy Fomenko and Hennadiy Degtyar, traveled to the U.S. seeking advanced prosthetic fittings and rehabilitation. ProKinetics Physical Therapy has been at the forefront of their prosthetic rehabilitation journey, providing them with the care needed to adapt to life with prosthetics. 

Their journey has gained attention, with The New York Post highlighting their struggles and recovery in a recent article: Ukraine war vets with amputations flee to NYC for refuge and care: ‘It’s a war of exhaustion’. This article sheds light on the challenges these veterans face and the critical role rehabilitation centers like ProKinetics play in their recovery process. 

The Emotional and Physical Journey of War Veterans

The transition from the battlefield to civilian life is both physical and psychological. Losing a limb is not just about adapting to prosthetics; it’s about redefining identity, regaining confidence, and finding strength to move forward. 

At ProKinetics, the team understands that healing extends beyond physical therapy. These veterans, who once stood strong in defense of their homeland, now face an entirely new battle, learning to walk, function, and live with prosthetic limbs. The emotional toll is immense, but through personalized therapy, emotional support, and structured rehabilitation programs, they are finding renewed strength.

Comprehensive Support for Veterans: 

• • Mental Health Support – Therapy is more than movement. It’s about rebuilding confidence and overcoming trauma. ProKinetics collaborates with mental health professionals to ensure patients receive holistic care. 

• • Mind-Body Therapy – Integrating breathing exercises, relaxation techniques, and mindfulness practices to help manage pain and anxiety. 

• • Reintegration Programs – Veterans engage in adaptive sports and community activities, helping them transition into a life filled with purpose. 

One of the most remarkable moments in this journey is watching a veteran take their first steps again, a moment filled with emotion, determination, and gratitude. The staff at ProKinetics witness firsthand the power of resilience as these warriors push through unimaginable challenges to regain independence. 

The Role of ProKinetics in Advanced Prosthetic Rehabilitation

Recovery is highly individualized, requiring specialized care, cutting-edge technology, and unwavering support. At ProKinetics Physical Therapy, each patient undergoes a personalized prosthetic rehabilitation program tailored to their needs: 

• • Targeted Therapy Programs – Designed to support amputee rehabilitation and prosthetic mobility training. 

• • Strength and Balance Training – Helping patients develop stability, coordination, and confidence in their movements. 

• • One-on-One Therapy Sessions – Ensuring each patient receives focused attention and guidance on their unique rehabilitation path. 

Veterans arrive at ProKinetics uncertain about their future, but through dedicated care and advanced prosthetic rehabilitation techniques, they leave with a renewed sense of hope and purpose. 

A Seamless Approach to Patient Care

At ProKinetics Physical Therapy, the focus is always on delivering exceptional, patient-centered rehabilitation. Achieving the best outcomes requires not only skilled therapists and advanced prosthetic technology but also efficient documentation and coordination behind the scenes. 

This is where HelloNote EMR supports ProKinetics by ensuring seamless workflows that enhance both patient care and operational efficiency. 

How HelloNote EMR Enhances Prosthetic Rehabilitation: 

• • Real-Time Documentation & Progress Tracking – Helping therapists track patient improvements effortlessly, ensuring treatment plans evolve with their recovery needs.
  • Telehealth & Virtual Check-Ins – Allowing for continued care beyond in-person sessions, keeping patients engaged in their rehabilitation journey.
  • Data-Driven Outcome Monitoring – Providing insightful progress reports, helping therapists and patients stay aligned on recovery milestones. 

By integrating HelloNote EMR’s technology, ProKinetics can focus on helping patients regain independence while ensuring that behind-the-scenes processes run smoothly. With the right tools in place, therapists can devote more time to guiding patients toward a stronger, healthier future. 

Join Us in Supporting This Mission

The stories of Vitaliy, Hennadiy, and many other veterans serve as powerful reminders of the human impact of war and the importance of compassionate, high-quality prosthetic rehabilitation. 

Are you or a loved one in need of prosthetic rehabilitation? Schedule a Consultation with ProKinetics Today! 

Visit ProKinetics Physical Therapy to see how we are making a difference.

Discover how HelloNote is transforming therapy practices with advanced technology—Book a Free Demo Today! 

Together, we can help those who have sacrificed so much regain strength, mobility, and independence. 

Enhance EMR security and protect patient data with the latest cybersecurity strategies. Learn about key threats, compliance updates, and advanced solutions to safeguard electronic medical records.

As electronic medical records (EMRs) become essential in healthcare, cyber threats targeting patient data are on the rise. Strengthening EMR security is crucial to prevent breaches, ensure compliance, and protect sensitive information. This article explores key risks, regulatory updates, and innovative security solutions to keep EMR systems safe. 

Strengthening EMR Security in Healthcare

The digitization of healthcare has revolutionized patient care by enhancing accessibility, accuracy, and efficiency. However, as electronic medical record (EMR) systems evolve, they become prime targets for cyber threats. Cybercriminals exploit EMRs due to the vast amounts of sensitive patient data they store, making EMR security a critical priority for healthcare providers. 

To combat these risks, healthcare organizations must implement robust security measures, comply with evolving regulations, and integrate emerging technologies for better data protection. This article explores key security threats, regulatory requirements, innovative security solutions, and best practices to strengthen EMR security in the healthcare industry. 

The Growing Threat of EMR Data Breaches

Cybersecurity Statistics & Trends 

Healthcare data breaches have reached alarming levels. The U.S. Department of Health and Human Services (HHS) reported over 590 healthcare data breaches in 2023 alone, compromising more than 110 million patient records. 

• • Ransomware attacks have surged by 278% since 2021, exploiting outdated EMR systems and weak security protocols. 

• • Insider threats account for 39% of healthcare data breaches, highlighting the risks of unauthorized access and data misuse. 

• • The average cost of a healthcare data breach is $10.93 million, making it the most expensive industry for cyber incidents, according to the 2023 IBM Cost of a Data Breach Report. 

Key Security Risks in EMRs

AI-Powered Cyberattacks 

• • Threat: Hackers use AI-driven phishing campaigns and automated attacks to bypass traditional security defenses. 

• • Solution: AI-powered security monitoring tools detect anomalies and flag suspicious activities before they escalate. 

Cloud Storage Vulnerabilities 

• • Threat: Cloud-based EMRs, while efficient, can be compromised if encryption and authentication protocols are inadequate. 

• • Solution: Implement end-to-end encryption, multi-factor authentication (MFA), and blockchain-backed storage to secure cloud access. 

Medical IoT (Internet of Things) Security Risks 

• • Threat: Connected medical devices, such as wearable monitors and smart pacemakers, generate real-time patient data, creating potential entry points for cybercriminals. 

• • Solution: Strengthen IoT networks with firewalls, encryption, and strict access controls. 

Human Error & Insider Threats 

• • Threat: Untrained staff clicking on malicious emails or accessing patient data without authorization can lead to breaches. 

• • Solution: Implement automated alerts for suspicious activity, user access monitoring, and cybersecurity training for all employees. 

Regulatory Compliance for EMR Security

HIPAA Security Rule Updates (2024-2025) 

In response to rising cyber threats, HIPAA’s latest updates aim to reinforce EMR security and compliance: 

• • Mandatory Security Measures – All security protocols must be fully implemented, removing “addressable” specifications. 

• • Enhanced Risk Management – Providers must conduct detailed cybersecurity risk assessments, including insider and third-party risks. 

• • Encryption & Access Controls – Mandatory encryption for protected health information (PHI) in transit and at rest to prevent unauthorized access. 

• • Asset Inventories & Network Mapping – Organizations must track all tech assets and map PHI movement within their systems. 

• • Stronger Breach Reporting & Response – Emphasis on timely reporting and proactive incident response plans. 

The 21st Century Cures Act: Enhancing EMR Interoperability & Security 

• • Regulations ensure that patients have improved access to medical records while maintaining data security protections. 

• • Fines for information blocking have increased to deter providers from restricting patient access to their own data. 

Global Compliance Trends (GDPR & AI Act in Healthcare) 

• • The EU’s AI Act regulates AI-powered EMR features, ensuring automated clinical decision-making is transparent and unbiased. 

• • GDPR’s healthcare data mandates require greater patient control over their health information, influencing U.S. policies on privacy rights. 

Advanced Security Solutions for EMR Protection

AI-Powered Threat Detection & Automated Security Monitoring 

• • Predictive AI models analyze EMR data traffic to detect anomalies and potential breaches in real time. 

• • AI-driven access control limits unauthorized EMR logins based on behavioral analysis. 

Blockchain for Secure Patient Record Management 

• • Decentralized storage of patient data prevents single-point-of-failure attacks. 

• • Tamper-proof audit trails ensure that every EMR modification is recorded. 

Zero Trust Architecture for EMR Security 

Traditional security models assume that anyone inside the network is trusted, increasing risks. Zero Trust Architecture (ZTA) follows a “least privilege” approach, where users and devices only get access to the minimum data and system functions required for their role. 

• • Role-Based Access Control (RBAC): Therapists, billing staff, and administrators each have restricted permissions based on job functions. 

• • Micro-Segmentation: EMR systems divide patient data into secure “zones,” preventing unauthorized navigation. 

• • Continuous Monitoring: Real-time activity tracking detects unusual access patterns, triggering security alerts. 

• • Time-Sensitive Access: High-risk data is temporarily accessible only for specific tasks, reducing misuse risks. 

Biometric Authentication for EMR Access 

• • Facial recognition and fingerprint scanning enhance security beyond passwords. 

• • Multi-factor authentication (MFA) prevents unauthorized logins. 

How HelloNote Ensures EMR Security & Compliance

At HelloNote, we prioritize EMR security while maintaining seamless functionality for therapy clinics. Our system incorporates cutting-edge security measures to help clinics safeguard patient data and comply with regulations. 

• • HIPAA & GDPR-Compliant Encryption – End-to-end encryption to protect PHI from cyber threats. 

• • AI-Driven Threat Monitoring – Real-time alerts for suspicious logins or data access. 

• • Multi-Factor Authentication (MFA) – Secure logins for authorized users only. 

• • Secure Cloud-Based Storage – Automated backups to prevent data loss or ransomware attacks. 

• • Role-Based Access Control – Staff access is restricted based on job roles, reducing insider threats. 

Want an EMR that prioritizes security without compromising usability? Book a Free Demo of HelloNote Today! 

Strengthening EMR Security for the Future

Key Takeaways: 

• • Cyberattacks on healthcare are increasing—stronger EMR security measures are essential. 

• • New regulations (HIPAA, GDPR, AI Act) require EMR systems to enhance data privacy protections. 

• • Innovative solutions like AI-powered monitoring, blockchain, and Zero Trust can prevent breaches. 

• • HelloNote offers a secure, compliance-ready EMR built for therapy clinics. 

By staying ahead of emerging threats and regulations, providers can build a more secure digital healthcare ecosystem where patient trust and EMR security come fir