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Most billing friction in rehab therapy happens in the “dead space” between a finalized note and a submitted claim. HelloNote eliminates this gap with a closed-loop system that automates CPT coding, secure Fiserv payments, and real-time compliance—ensuring your practice is fully reimbursed for every unit of care delivered without the manual grunt work.
The Anatomy of a Modern Revenue Cycle
In a traditional rehab clinic, the revenue cycle is often treated as a series of disconnected events. The therapist documents, the front desk collects, and the biller submits. When these steps happen in silos, “friction” occurs.
HelloNote transforms this into a closed-loop system. The moment you finalize a SOAP note, the clinical data (ICD-10 and CPT codes) flows directly into the billing engine.
The Mechanics of Automation
Direct-to-Claim Sync: Your clinical findings automatically populate the claim form, eliminating data re-entry.
Real-Time Authorization Tracking: The system monitors visit counts and unit limits in the background, alerting you before you provide unbillable care.
Batch Superbill Generation: For pediatric or high-volume clinics, you can generate comprehensive receipts for entire families in two clicks.
Compliance on Autopilot: The 8-Minute Rule
Medicare billing for timed codes is a math-heavy burden. Manually calculating remainders and unit totals is not just slow—it’s an audit risk.
Solving the Calculation Burden
HelloNote’s Automated 8-Minute Rule Calculator does the heavy lifting for you. It sums the total timed minutes across your therapeutic exercises (97110) and manual therapy (97140), then applies the Medicare-standard division to ensure you bill the maximum compliant units.
Why Automated Totals Matter for Audits
Automated calculations provide a standardized “paper trail” that proves medical necessity and billing accuracy, significantly reducing the stress of a CMS audit by removing human calculation error.
Accelerating Cash Flow with HelloNote & Fiserv
The “awkward co-pay conversation” at the front desk can erode the patient-provider relationship. By integrating Fiserv (CardPointe) directly into HelloNote, you move from a “debt collection” model to a “point-of-service” model.
The HelloNote-Fiserv Advantage
Secure Card-on-File: Store patient cards with PCI-compliant tokenization so you can run co-pays automatically.
Clover Flex Integration: Use portable, “tap-to-pay” hardware for mobile PT or home health visits.
Email Payment Links: Send secure links for outstanding balances, allowing patients to pay from their phones.
Comparison: Manual vs. Automated RCM
| Feature | Manual / Legacy Workflow | HelloNote Automated Workflow |
|---|---|---|
| Claim Preparation | 10–15 min per patient | < 30 seconds (Auto-sync) |
| Authorization Check | Manual spreadsheet tracking | Real-time automated alerts |
| 8-Minute Rule | Mental math / Audit risk | System-enforced compliance |
| Payment Collection | Paper invoices / Delayed mail | Instant Card-on-File / Email Links |
| Days in A/R | 45+ days | 25–30 days |
Frequently Asked Questions
Q1. Does RCM automation replace my billing staff?
No. Automation is designed to empower your staff. By handling repetitive tasks like data entry and eligibility checks, your team can focus on high-value work like appealing complex denials and improving patient financial counseling.
Q2. How does HelloNote handle families with multiple children in OT?
Using the Visits and Receipts tab, you can select multiple dates of service across different family members and “Batch Print” a single, comprehensive superbill. This is a massive time-saver for pediatric practices.
Q3. Can I track authorizations by units instead of just visits?
Absolutely. Many payers authorize by total minutes or units. HelloNote allows you to toggle your Patient Authorization Report to track exactly how many units are remaining, preventing you from over-treating or under-billing.
Q4. How secure is the Card-on-File feature?
Extremely. Through our integration with Fiserv, we use P2PE (Point-to-Point Encryption) and tokenization. This means sensitive card data never touches your local servers, significantly reducing your PCI compliance burden.
Q5. Is the credit card hardware portable for mobile therapists?
Yes. With Clover Flex, home health or mobile PT providers can accept chip, swipe, or tap payments at the point of care. All transaction data syncs back to the HelloNote ledger in real-time.
Final Thoughts: Protecting the Clinical Hour
Your revenue cycle shouldn’t distract you from patient care. By automating the “grunt work” of RCM, you protect your time and your clinic’s bottom line.
