SPORTS MEDICINE
An EHR Built for Return-to-Play, the Ultrasound-Guided Injection, and the Pre-Participation Physical
A staged concussion protocol that holds up in a deposition, a 20610 with the 76942 guidance code that actually lands on the claim, volume PPE days that clear a whole team in a morning, and cash-pay PRP on the same ledger as insurance. GlaceEMR and GlaceRCM run the day the way you practice, at a percentage of collections with no base fees, backed by 95%+ first-pass claim adjudication and 99%+ collection of payer-allowed amounts*.
*Of payer-allowed amounts.
WHAT WE HEAR FROM SPORTS MEDICINE PHYSICIANS
The Chart Never Knew What to Do With Your Day
Sports medicine sits at the intersection of MSK care, concussion management, ultrasound-guided procedures, and performance. The horizontal EMR your group runs was built for primary-care complaint visits, and it never quite knew what to do with the return-to-play decision, the volume PPE day, or the cash-pay PRP consult on the same schedule. Four pains come up in the first thirty minutes of every discovery call.
Return-to-play is free text
A staged concussion protocol may end up in a deposition, yet it sits as unstructured prose in a generic SOAP note. Nobody can pull a clean stage-progression report when an attorney asks for one.
The guidance code never lands
You do a 20610 with ultrasound guidance, the biller drops a clean 20610, and the 76942 imaging-guidance component sits in your free-text note where the scrubber never sees it. The machine stops paying for itself.
PPE season is triage chaos
A whole soccer team at 8:00 AM, forms in three formats, and your EHR has no concept of volume PPE. The MA copies one template twenty-five times by hand, and clearance status sits as a typed sentence, not a queryable field.
Cash and insurance are two worlds
PRP, performance counseling, and supplement consults run on cash; injections and concussion follow-up run on claims. Your system handles one cleanly, never both, and the cash side never makes the financial picture until quarter-end.
GLACEEMR FOR SPORTS MEDICINE
An EHR Designed Around the MSK Day
GlaceEMR is ONC-certified, with 30+ years of company history behind it. The sports-medicine configuration is wired in before training starts, so the chart your team opens on day one already knows the injection procedure note, the concussion protocol, the volume PPE workflow, and the cash-pay ledger. Every capability below ships today, not as a roadmap promise.
Injection notes that carry the guidance code
The injection procedure note captures the joint, the supply, the guidance method, and the needle approach as discrete coded data, so the 20610 with the 76942 imaging-guidance component drops on the claim with documentation the scrubber already validated. Joint aspirations, viscosupplementation, and trigger-point injections carry the same structured capture.
A structured concussion and return-to-play record
SCAT5, cognitive scoring, symptom severity, exertional findings, and pre-season baselines land in discrete fields, with serial visits stacking into a trend graph. The staged return-to-play protocol is documented step by step, dated, and signed, with each stage carrying the support that justified the move.
Volume PPE on a templated workflow
The PPE template carries cardiovascular screening, musculoskeletal exam, mental-health screen, and a clearance status as a discrete field with three states. The school’s roster file drives bulk intake, and the clearance letter generates from the chart at the end of the encounter instead of getting typed up later.
PACS and DICOM viewer in the chart
Integrated PACS and a full DICOM viewer sit in the chart, so the MRI for the ACL workup and the X-ray for the stress fracture open beside the note. Casting, splinting, and DME orders are structured against the diagnosis with the documentation the supply code needs.
A cash-pay ledger beside insurance
Cash-pay PRP, orthobiologics, prolotherapy, and supplement consults run on the same patient ledger as the insurance side. The pricing agreement is signed at point of service, the receipt issues immediately, and the reconciliation rolls into the same financial reporting your CPA reads.
Team-coverage documentation
The team physician role generates an event log, an injury report, a return-to-participation note, and a parental communication trail in the chart, captured on the native mobile app from the sideline instead of as a texted photo somebody scans on Monday.
Included with GlaceEMR vs usually an add-on
When you price out another EMR, count what is included before you compare the headline number. The rows below are upsells, separate vendors, or consulting fees almost everywhere else. They ship with GlaceEMR, with no tier games and no surprise line items at renewal.
| Capability | Most EMRs | GlaceEMR |
|---|---|---|
| PACS and DICOM viewer in the chart | Add-on license | Included |
| Cash-pay ledger and point-of-service receipts | Separate POS system | Included |
| 200+ reports plus a self-serve report builder | Consulting or ticket | Included |
| Self-check-in kiosk, English and Spanish | Third-party vendor | Included |
| GlaceOffice administration suite (HR, PTO, credentials) | Separate subscription | Included, free for clients |
| Native iOS and Android apps for sideline documentation | Mobile-web only | Included |
A solo office can grow to a multi-location sports medicine group on the same platform, with no per-location upcharge and no contract to renegotiate when you add a satellite next quarter.
FROM INJECTION TO PAID
The Guidance Code Stops Falling Off the Claim
The structured procedure note captures the joint, the supply, and the guidance method, GlaceIQ surfaces the 20610 and the 76942 guidance code for your review, the scrubber applies modifier -25 logic when a separate E/M is documented, and the named billing specialist works the claim to resolution. The ultrasound revenue you earned is the ultrasound revenue you collect.
GLACERCM FOR SPORTS MEDICINE
A Billing Service That Knows Injections, Comp, and Cash-Pay
GlaceRCM bills your claims in your EMR or ours, charged at a percentage of collections with no base fees and no monthly minimums. We would rather run it on our platform, where the scrubber sees the full chart, but if you are staying on your EMR our billing team works your claims there. The service is built for the injection-heavy code mix, the workers’ comp track, and the cash-pay reconciliation a sports practice runs.
95%+
First-pass claim adjudication. Most claims pay on the first submission, including E/M-plus-procedure claims that hinge on modifier -25, with no rework.
99%+
Collection rate of payer-allowed amounts*. The dollars the payer contractually owes you arrive, because we work the queue to resolution instead of writing it off at 90 days.
$0
Implementation fee, setup charge, and monthly minimum. We get paid when you get paid, so our interests and yours line up from the day the contract is signed.
*Of payer-allowed amounts.
Scrubbing tuned to injections and -25
Payer-specific rules check the 20610 and 20611 with the 76942 guidance component, the casting and DME supply codes, and the modifier -25 pairing of E/M with a same-day procedure. The mix you bill is our bread and butter, so claims that need a fix get fixed before they go out.
Workers’ comp and accident tracks
Workers’ compensation and sport-injury accident-coverage policies run on their own billing tracks with the right forms and timelines, so the injury from the football field or the welding shop gets billed cleanly to the right entity the first time.
Cash-pay on one financial picture
PRP, orthobiologics, and performance counseling reconcile on the same ledger as the insurance side, so your two economies finally sit on one system and the cash-pay revenue is visible in the same dashboard as the insurance collections, instead of a quarter-end spreadsheet.
A named billing specialist
A dedicated account manager who knows your payer mix, the injection and comp codes you bill, prior auth on a hyaluronic-acid series, and your top denials. Not a ticket queue, not an offshore call center. They know your practice by name within a month of go-live.
Percentage of collections, no base fees. Provider credentialing, payer enrollment, prior auth on a hyaluronic-acid series, daily patient statements, and a US-based billing call center are part of the service, not separate line items. If your current biller is leaving the 76942 guidance code on the table or losing modifier -25 dollars on E/M-plus-procedure claims, what we charge tends to pay for itself out of dollars you start collecting that you were quietly writing off before.
AI AND PATIENT ENGAGEMENT
The Documentation, the Coding, and the Phones
Every AI capability is a suggestion you review and select. Notes wait for your signature and codes wait for your approval before either reaches a claim, so the coding judgment and the clinical decision stay with you, every time. The AI is built on HIPAA-compliant infrastructure from Amazon, Google, Anthropic, Deepgram, ElevenLabs, and other enterprise AI providers, with multi-vendor architecture that preserves operational redundancy.
GlaceScribe
Ambient notes structured the way sports medicine writes, with the MSK exam, the injection procedure detail, and the return-to-play reasoning landing as codeable content. Up to four speakers, so a parent in the room is documented alongside the athlete. English and Spanish patient-facing.
GlaceIQ
30+ AI features tuned to your day: guidance-code and modifier -25 capture at signing, next-stage return-to-play suggestions based on the documented data, and per-code reimbursement at charge entry. You review and select each one, and you approve or override the stage with reasoning.
GlacePhoneSmart
An AI phone agent answers as your practice in English or Spanish, books into real scheduler slots, runs recall for concussion re-evaluations and six-week injection follow-ups, fills cancellations, and surfaces voicemail summaries so the front desk stops drowning at PPE season.
A practice-branded portal, mobile app, kiosk, SMS, and email round out the stack, with English and Spanish on every patient-facing surface, so a Spanish-speaking parent can sign a clearance consent without an interpreter at the front desk. The concussion four-week re-evaluation, the six-week injection follow-up, and the August PPE clearance reach the schedule on their own, and replies route back into the chart as structured tasks instead of a manual list your front desk never has the hours to work.
SWITCHING IS EASIER THAN YOU THINK
Coming From Another EMR
Most sports medicine practices we onboard are leaving a horizontal EMR software product or a legacy platform that never knew what to do with volume PPE or a cash-pay PRP consult. Implementation is $0, data migration is included, and your account manager runs the move and stays your account manager after go-live.
DAY 1
A chart that already looks like yours
You log in to migrated history, problem lists, current meds, and recent imaging, with your injection procedure notes, concussion protocol, volume PPE template, casting and DME order sets, and cash-pay ledger already wired in. EMR go-live happens in under one week. The first few visits run slower because the workflow is new; by end of day, your hands start to remember where everything lives.
DAY 30
Charting faster, claims flowing
You are charting faster than on the old system because the templates match how you document, and GlaceScribe carries most of your visit notes. Your first month of injection claims is on the dashboard with the guidance code attached, the first submissions have posted, and you have walked the denial queue with your account manager. Recall for concussion follow-ups and PPE clearance is live.
DAY 90
The switch starts paying for itself
Your first quarter’s dashboard shows cleaner claims, faster posting, and fewer denials in the 60-to-90 bucket. Injection revenue is up because the guidance code lands, modifier -25 dollars are no longer leaking, cash-pay PRP sits in the same financial picture as the insurance side, and GlacePhoneSmart has visibly cut front-desk call volume. The conversation turns from migration triage to using the platform harder next quarter.
Data migration covers historical records, problem lists, current medications, allergies, imaging, and outstanding orders, handled by Glenwood from your prior vendor’s data export in 2 to 5 business days. The RCM transition runs 4 to 8 weeks with payer enrollment in parallel, and we recommend a 30-to-90-day overlap with your previous vendor so the practice keeps operating normally. Glenwood has been independent and privately held since 1994, when our founder helped his physician wife acquire a private practice in Connecticut: 30+ years in market, no outside investors. Support runs 7:00 AM to 8:00 PM Eastern on weekdays, with 24×7 on-call coverage for urgent issues, and the platform sits on HIPAA-compliant infrastructure with LUKS full-disk encryption at rest in production.
WE KNOW YOUR CODES
We Have Billed Your Mix Before
You already know your codes. We have built the workflows, the scrubber rules, the documentation prompts, and the denial templates around them. The list below is the short version of what runs every day inside the platform for a sports medicine practice:
- 20610, 20611: major joint injection, with and without ultrasound guidance
- 76942: ultrasonic guidance for needle placement, the imaging-guidance add-on
- 99213, 99214, 99215: office E/M, established patient (with -25 when paired with a procedure)
- 99203, 99204, 99205: new-patient E/M for the injury evaluation
- S06.0X0A: concussion, initial encounter (ICD-10)
- 97002, 97140: physical therapy evaluation and manual therapy adjuncts
- L8699: orthotic and prosthetic supply codes for custom orthotics
- 0232T, 0481T: PRP and biologic injection codes for cash-pay regenerative work
QUESTIONS WE HEAR EVERY WEEK
Sports Medicine Practice FAQ
Short answers below; the longer conversation happens on the demo. Tap any question to expand the answer.
Does GlaceEMR handle ultrasound-guided injection coding natively?
Yes. The injection procedure note captures the joint, the supply, the guidance method, and the needle approach as discrete coded data, so the 20610 with the 76942 imaging-guidance component drops on the claim with documentation the scrubber already validated. The 20611 unbundled-with-guidance pathway is supported the same way. The guidance code that used to live in your free-text procedure note stops getting lost, and the ultrasound machine starts contributing the revenue it was supposed to. Modifier -25 logic is applied automatically when the visit pairs a significant separately identifiable E/M with the injection on the same day, with the documentation the payer expects attached to defend it. Joint aspirations, viscosupplementation series, and trigger-point injections all carry the same structured capture.
How does the platform support concussion management and return-to-play decisions?
The concussion record is a structured workflow, not a free-text addendum. SCAT5, cognitive scoring, symptom severity, exertional findings, and pre-season baselines all land in discrete fields, with serial visits stacking into a trend graph. The staged return-to-play protocol is documented step by step, dated, and signed in the chart, with each stage carrying the symptom-score and exertional support that justified the move. GlaceIQ suggests the next stage based on the documented data, and you review, approve, or override with reasoning. The athletic trainer and the school receive a generated stage-progression letter from the chart, and the practice keeps a defensible record that the decision was clinical, not casual. The return-to-play decision that carries liability ends up living in a record an attorney can read at a glance.
Can we run volume PPE days for a whole team in one morning?
Yes. The PPE template carries cardiovascular screening, musculoskeletal exam, mental-health screen, and a clearance status as a discrete defensible field with three states: cleared, cleared with restriction, or pending. Volume PPE days run on a templated workflow that books a whole team into back-to-back slots, with the school’s roster file driving demographics through bulk intake and the clearance status field driving the report your athletic trainer pulls Monday morning. Bilingual intake on the kiosk lets Spanish-speaking parents sign clearance consents without an interpreter at the front desk. The athlete walks in ready, the visit runs on a focused template, and the clearance letter generates from the chart at the end of the encounter.
Does GlaceRCM reconcile cash-pay PRP alongside insurance billing?
Yes. Cash-pay PRP, orthobiologics, prolotherapy, performance counseling, and supplement consults run on the same patient ledger as the insurance side. The pricing agreement is signed at point of service, the receipt issues immediately, and the reconciliation rolls into the same financial reporting your CPA reads. Your two economies finally sit on one system, and the cash-pay revenue is finally visible in the same dashboard as the insurance collections. Workers’ compensation and sport-injury accident-coverage policies run on their own billing tracks with the right forms and timelines, so the injury from the football field or the welding shop gets billed cleanly to the right entity the first time. The total picture of practice revenue lands in one report, instead of three spreadsheets your office manager assembles at quarter-end.
What does GlaceRCM pricing actually look like, and can we keep our EMR?
You pay a percentage of what we collect. No base fees, no implementation charges, no setup fees, no monthly minimums. The exact percentage depends on your code mix, your payer panel, and your volume, and you will have it after a 20-minute discovery call. We would rather run the full bundle, where the billing quality depends on a tight integration with the chart, and about 98% of Glenwood clients choose that path. But we are flexible: if you want to keep your current EMR, our billing team will work your claims in your EMR or ours. You will not see a surprise line item for credentialing, denial follow-up, prior auth on a hyaluronic-acid series, statements, or the call center your patients use, because all of that is part of the service. If your current biller is leaving the 76942 guidance code on the table or losing modifier -25 dollars, what we charge tends to pay for itself out of dollars you start collecting that you were quietly writing off before.
“[Specialty-specific testimonial quote, replace with verified Sports Medicine physician quote or remove this card.]”
[Physician Name, MD]
[State]
If you carry adjacent panels, see how GlaceEMR runs orthopedics, pain medicine, PT/OT therapy, and podiatry.
See What Glenwood Can Do for Your Practice
A 20-minute working call. We show you the platform on your specialty’s actual workflows, not a generic demo.