• March 29, 2021
  • blog

For those therapists who are considering starting or who have just started their own outpatient practice, one of the most important features of running a successful clinic is having a PT documentation software that stands out from the rest. However, with so many therapist notes software out there right now, how do you decide which one is best for your practice?

Let’s discuss the most important EMR features you should be looking for, specifically as a therapist, when purchasing a PT EMR system to ensure you have a software that works for you.


1. EMR designed specifically for therapists:

To start, the most important feature of a physical therapy electronic medical records system is that it was created specifically for therapists and if it was designed by other therapists, then even better. Why? Simple, because when you purchase an EMR software that was created by a fellow therapist, you are ensuring the physical therapy software will have all of the specific features you need as a therapist, since it was created by a fellow colleague, which will make your job that much easier. Did you know HelloNote was built by a team of therapists, meaning their EMR system has the needs and wants of therapists at the forefront.


2. EMR that is simple yet robust:

Another key feature of selecting an appropriate EMR for your clinic is ease of use and HIPAA compliance. The last thing you want when starting a practice is having to take a bunch of time to learn a complex documentation system, time which could be better spent marketing or treating patients. By selecting a therapist notes software that is simple and easy to use, not only will it be easy to learn, but you can also focus on what matters most during sessions…your patients. HIPAA compliance is another consideration when selecting a physical therapy documentation software because as healthcare providers, HIPAA must be followed at all times to protect the privacy of the patients. If you are not following HIPAA, you are setting your practice up for all kinds of legal issues. HelloNote is not only easy to use and self-explanatory, but it also has templates built-in for different notes, to improve efficiency and efficacy during your work day.


3. EMR with built in patient reminders:

If you have worked in an outpatient therapy setting, then there is a good chance you have encountered patients who fall under the “no call, no show” category with the number one reason being they missed their appointment because they forgot about it. Not only is that a disservice for the patient, but it also decreases your productivity and prevents you from potentially seeing a different patient during that time. The simplest way to reduce the number of “no call, no shows” you experience at your outpatient clinic is to have an EMR system that sends out appointment reminders after a patient has scheduled his/her next appointment. That way, even if the patient forgets, he/she receives a friendly reminder 1-2 days prior to the upcoming appointment and if the patient is unable to make it, he/she can cancel instead of just not showing up.


4. EMR with built in billing functionality:

Depending on the type of outpatient practice you have and whether you accept insurance or plan to be cash-based, another crucial documentation software feature is the billing capabilities. As a physical therapist, you do not want to have to worry about a claim not being submitted or a claim being submitted incorrectly because it is missing a modifier, which will ultimately cause a delay in when your practice is reimbursed. To avoid this, seek out a physical therapy documentation software that has modifiers and insurance coding already built into it. This way, in case you forget to add a -59 modifier to a Medicare claim, your EMR will prompt you to add it or at least re-check what you entered. HelloNote not only has these features already built in to their system, but they also have a one-click billing and claim generation to make billing as easy as possible.


5. EMR with reporting functionality:

Last but not least, you want to ensure your therapist notes software can run reports so you can see how the clinic is doing, productivity-wise. From tracking the number of patients being seen each day or week, to the number of billing units per patient, having the ability to run reports is crucial to identifying areas of weakness and ultimately, being able to run a successful practice. If your EMR does not already have a built-in capability of generating reports, not only will you waste time trying to put your own reports together, but those reports might not be as accurate, due to the possibility of manmade error. EMR software’s, such as HelloNote, have the ability to create custom reports, both numerically and with the use of graphs/charts, so that you can plot data and track productivity with minimal to no effort.


Selecting an appropriate PT documentation software can be difficult and challenging, but buying the software that is best for you and fits your needs from the beginning, will save you a lot of time and hassle in the long run. HelloNote is a very robust EMR software made by and for rehabilitation therapists and not only has all of the above features, but so much more which you can learn about here.



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