PHYSICAL & OCCUPATIONAL THERAPY
A PT and OT EMR Built Around the Eval, the Visit Series, and the Claim
GlaceEMR and GlaceRCM built for outpatient therapy: eval templates by discipline and complexity, visit series booked next to the chart, home exercise programs on the portal, and a billing team that works every claim, billed 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 PT AND OT OWNERS
The Chart Treats Therapy as an Afterthought
Therapy runs on evals, visit series, authorizations, and a steady stream of timed codes, and your chart was built for an office E&M visit. Four pains come up in the first twenty minutes of nearly every discovery call.
The eval was built for someone else
The eval template was built for a primary-care visit, so every knee, shoulder, and vestibular eval starts from a blank page and the complexity level gets argued after the fact.
Denials age out
Therapy claims come back denied, the in-house biller is buried, and the appeal window closes before anyone gets to it. The visit you delivered three weeks ago quietly becomes a write-off.
The visit series leaks
A missed visit in a twice-weekly series is lost revenue and slowed recovery, and nobody at the front desk has time to call the patient back the same day.
Visit-cap tracking lives on a sticky note
Commercial payers cap therapy visits, and the prior auth runs out three visits before the patient is ready for discharge. You find out at billing, the biller writes off the unauthorized visits, and the front desk fields the angry call.
Underneath those four sits one more: the software bill keeps growing for a telehealth tool, a portal, an HEP library, and an HR system that should have been one product.
GLACEEMR FOR PT AND OT
An EMR Built Around the Eval and the Visit Series
GlaceEMR is ONC-certified, with 25+ years of company history behind it, and the PT and OT configuration is wired in before training starts. Every capability below ships in the platform today, so the chart your team opens on day one already knows the eval levels by discipline, the body-region templates, and the visit series your day runs on.
Eval templates by discipline and complexity
PT eval at low, moderate, and high complexity for 97161-97163, OT at the matching tiers for 97165-97167. Body-region templates for knee, low back, shoulder, post-op, hand, vestibular, and pediatric, each editable per clinician so your associate’s eval can differ from yours without fighting the system.
Recurring visit series next to the chart
The scheduler sits next to the chart, so a twice-weekly series books as a series and the therapist sees the visit history before the patient walks in. GlacePhoneSmart sends the reminders and fills the cancellations that would otherwise stall an episode.
Home exercise programs and tele-rehab
The home exercise program goes to the patient portal after the therapist reviews and approves it, and native telehealth covers the tele-rehab visit, so the patient between sessions still has the program in hand and the clinic still has the visit.
Included with GlaceEMR vs usually an add-on
When you price out another therapy EMR, count what is included before you compare the headline number. The rows below are upsells or separate vendors almost everywhere else, each with its own renewal date and its own price increase every twelve months. They ship with GlaceEMR.
| Capability | Most therapy EMRs | GlaceEMR |
|---|---|---|
| Authorization and visit-cap tracking per payer | Sticky note or add-on | Included |
| Modality, equipment, and DME tracking in the chart | Separate vendor | Included |
| Recurring-series scheduling with No-Show Predictor | Add-on license | Included |
| Native telehealth for tele-rehab | Third-party tool | Included |
| GlaceOffice administration suite (HR, PTO, credentials) | Separate subscription | Included, free for clients |
| Referral coordination and SmartInbox | Fax-machine archaeology | Included |
Telehealth, the portal, the HEP library, and the administration suite are one product, not five renewals. Everything runs on HIPAA-compliant infrastructure with a single-tenant database per practice and LUKS encryption at rest in production.
FROM EVAL TO PAID
One Episode, From Eval to Deposit
The eval template matches the discipline and the complexity level, the visit series books next to the chart, the therapist documents each visit with GlaceScribe drafting for review, our billing team submits the claim, and your named billing specialist works any denial to resolution. The same chart and the same billing team carry the episode from the eval to the deposit, so nothing falls through a handoff between vendors.
GLACERCM FOR PT AND OT
A Billing Service That Works Every Therapy Claim
GlaceRCM bills your claims in your EMR or ours, charged at a percentage of collections with no base fees. 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. Our billing team bills the therapy code mix across the commercial, Medicare, workers’ comp, and no-fault auto panels therapy bills, follows up on every claim, and works denials through appeal.
95%+
First-pass claim adjudication. Most claims pay on the first submission, with no rework and no calendar lost to denial follow-up.
99%+
Collection rate of payer-allowed amounts*. The dollars the payer contractually owes you actually arrive, because we work the queue to resolution instead of writing off at 90 days.
$0
Implementation fee and setup charge. 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.
Authorization and visit caps
Visit-cap and authorized counts are tracked per patient per payer, with re-auth requests fired before the cap and the documentation packet drafted from the chart. The episode closes cleanly or the extension is in hand before the visit that would have denied.
Denials worked to resolution
We do not drop a denial at 90 days. Every claim is tracked through appeals, including the post-payment reviews therapy draws, with the documentation from the chart to support medical necessity. A write-off happens only when you sign off.
A named billing specialist
A dedicated account manager who knows your state’s payer mix, the codes you bill, your top denials, and your referral sources. Not a ticket queue, not an offshore call center. They know your clinic by name within a month of go-live, and they recognize your top referring surgeon’s quirks.
Percentage of collections, no base fees. Provider credentialing, payer enrollment, prior auth, patient statements, and a US-based billing call center are part of the service, not separate line items. Your patients call our team about a balance, not your front desk. The percentage you pay tends to cover itself out of the denied and unworked claims a busier biller was quietly writing off.
AI AND PATIENT ENGAGEMENT
The Documentation, the Coding, and the Phones
Every AI capability is a suggestion the clinician reviews and selects. Notes wait for a signature and codes wait for approval before either reaches a claim, so the clinical judgment stays 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 that finish the eval narrative in the room rather than at the end of the day, with multi-speaker capture when a caregiver is present. The therapist reviews and signs the draft, so the note is done before the next patient instead of at 9 PM.
GlaceIQ
30+ AI features tuned to the episode: CPT suggestions at charge entry, denial prediction before submission, and the No-Show Predictor that queues recall before a slot leaks. You review and select each one.
GlacePhoneSmart
An AI phone agent answers as your clinic, books recurring-series appointments into real scheduler slots, runs recall on a leaked visit, accepts payments over the phone, and escalates urgent issues to staff. A missed therapy visit is both lost revenue and slowed recovery, and this fills it.
A practice-branded portal, mobile app, HEP delivery, SMS, and email round out the stack. The patient finishes intake before the first visit, receives the home-exercise program to the portal after you review and approve it, and pays a balance without the front desk lifting a finger. Progress letters and the discharge summary go back to the referring physician from the chart, which is how a therapy clinic earns the next referral from the same surgeon.
SWITCHING IS EASIER THAN YOU THINK
Coming From Another EMR
Most therapy practices we onboard are leaving a legacy therapy EMR or a specialty-flat suite that never fit the eval-and-visit-series reality of outpatient PT and OT. 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 episode history, prior evaluations and progress notes, and recent results, with your eval templates, code favorites, modality picklists, and HEP library wired in. EMR go-live happens in under one week. The first few visits run slower; by the end of the first day your therapists’ hands start to remember where everything lives.
DAY 30
Charting faster, claims flowing
Your therapists are charting faster because the templates match how they document. GlaceScribe finishes the eval narrative in the room, the first month of submissions is on the dashboard, your account manager has walked the denial queue with you, and recall workflows are filling tomorrow from the list.
DAY 90
The switch starts paying for itself
Your first quarter’s dashboard shows cleaner claims, faster posting, and fewer denials parked in the 60-to-90 bucket. Visit-cap extensions land before the cap, the visit series holds together, and GlacePhoneSmart has visibly cut front-desk call volume.
Data migration covers historical records, episode history, prior evaluations and progress notes, active authorizations, documents, and outstanding balances, handled by Glenwood from your prior vendor’s 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 on a recurring-series book. Glenwood has been independent and privately held since 1998: 25+ 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, so the practice with a problem at 6:30 AM Pacific before the first patient still reaches a person.
WE KNOW YOUR CODES
We Have Billed Your Mix Before
You already know your codes. Our billing team bills them every day, follows up on the claims that stall, and appeals the denials. The list below is the short version of the outpatient therapy code mix we bill:
- 97161, 97162, 97163: PT initial evaluation, low / moderate / high complexity
- 97165, 97166, 97167: OT initial evaluation, low / moderate / high complexity
- 97164, 97168: PT and OT re-evaluation
- 97110, 97112, 97140, 97530, 97535: therapeutic exercise, neuromuscular re-ed, manual therapy, therapeutic activity, self-care
- 97150: group therapy (untimed)
- 97014, 97032, 97035: unattended e-stim, attended e-stim, ultrasound
- GP / GO / GN, CQ / CO, KX, 59 / X-modifiers: discipline, assistant, threshold, and unbundling modifiers
QUESTIONS WE HEAR EVERY WEEK
PT and OT Practice FAQ
Short answers below; the longer conversation happens on the demo. Tap any question to expand the answer.
Does GlaceEMR have PT and OT eval templates?
Yes. PT evals come at low, moderate, and high complexity for 97161 through 97163, and OT evals at the matching tiers for 97165 through 97167. Body-region templates cover knee, low back, shoulder, post-op, hand, vestibular, and pediatric, and each one is editable per clinician, so your associate’s eval can differ from yours without fighting the system. GlaceScribe can draft the eval narrative from the session for the therapist to review and sign, so the eval is finished in the room rather than at the end of the day.
Does GlaceRCM bill timed therapy codes and Medicare therapy claims?
Yes. Our billing team bills the timed and untimed therapy codes, the discipline and assistant modifiers, and KX as your therapists document them, across commercial, Medicare, Medicare Advantage, workers’ comp, and no-fault auto. The units and modifiers come from your documentation; our team submits the claim, follows up on every one that stalls, and works the denials through appeal. Visit-cap and authorized counts are tracked per patient per payer, so the extension is in hand before the visit that would have denied, and your named billing specialist knows your payer mix and your top denials.
How does GlaceRCM handle denials and post-payment reviews?
We do not drop a denial at 90 days. Every claim is tracked through appeals, including the post-payment reviews therapy draws, and your named billing specialist pulls the documentation from the chart to support medical necessity. The defense rests on what your therapists documented at the visit, so evals and daily notes finished in the room, with GlaceScribe drafting for review, are the strongest support you can hand a reviewer. A write-off happens only when you sign off.
Is GlaceScribe HIPAA-compliant, and where does the AI run?
Yes, fully HIPAA-compliant. GlaceScribe runs on HIPAA-compliant AI infrastructure from Amazon, Google, Anthropic, Deepgram, ElevenLabs, and other enterprise AI providers, all under business associate agreements. The multi-vendor architecture preserves operational redundancy, so a single upstream incident does not stop your treatment sessions. Multi-speaker capture is supported when a caregiver is in the room. All coding and order suggestions surface for the clinician’s review before signing, nothing reaches the chart until the clinician approves it, and audio is processed in transit while the resulting note is stored in your single-tenant chart database with LUKS encryption at rest. Data never trains a shared model that mixes your patients with anybody else’s.
What does GlaceRCM pricing actually look like, and can we keep our EMR?
You pay a percentage of what we collect, with no base fees and no implementation charges. The exact percentage depends on your code mix, your payer panel (commercial, Medicare, Medicare Advantage, workers’ comp, no-fault auto), 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 most 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 surprise line items for credentialing, denial follow-up, prior auth, statements, or the call center your patients use, because all of that is part of the service.
How long is implementation, and what does training look like?
You go live on the EMR in under a week, and we handle your data migration in 2 to 5 business days so your staff does not have to clean charts. The RCM transition runs 4 to 8 weeks alongside payer enrollment. Your therapists train in pieces around real clinic, not a multi-day block that forces you to cancel a recurring-series book: a 2-to-4-hour core clinical session, then targeted follow-ups for discipline-specific templates, telehealth, mobile, and the AI tools on whatever cadence works. Every role gets unlimited online training during onboarding, from front desk and techs to PTAs, COTAs, PTs, OTs, billers, and super-users, with continued access for new hires later. We recommend keeping your previous vendor running for 30 to 90 days, and the account manager who runs your migration is the same one who picks up the phone in month six.
“Technologically advanced… in-depth analytics… great resource for solo practices.”
[Clinician Name, PT or OT]
Ohio
If you share referral patterns with adjacent panels, see how GlaceEMR runs orthopedics, podiatry, pain medicine, and neurology.
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.