PHYSICAL & OCCUPATIONAL THERAPY
Run Your Therapy Practice on the Plan of Care, the Unit, and the Outcome
GlaceEMR and GlaceRCM built for the therapy episode: the eval sets a plan, every intervention ties to a goal, the unit math respects the 8-minute rule, and the KX modifier fires when the threshold lands, 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 a plan of care, a timed-code unit, a re-certification clock, and a functional-outcome score, 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 plan of care lapses quietly
A POC needs a physician signature, re-certification before the period closes, and documentation that ties each visit to the certified goals. Most EMRs surface the lapse after the denial, so the visit you delivered three weeks ago is now a write-off.
The 8-minute rule punishes both ways
One minute short and the unit drops off the claim; one minute long without support and the chart fails the next audit. A single under-counted unit per therapist per day across a twelve-therapist clinic is six figures a year, and most of it is invisible.
KX threshold is a moving target
Once a Medicare patient crosses the annual threshold, every claim needs the KX modifier and a medical-necessity narrative. Miss the modifier and the claim denies; apply it without the language and the claim sits at audit risk on visit eighteen.
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 sit two more: functional-outcome capture is inconsistent across clinicians, so re-eval claims get challenged for undocumented progress, and the software bill keeps growing for a telehealth tool, a portal, an HEP library, a FOTO vendor, and an HR system that should have been one product.
GLACEEMR FOR PT AND OT
An EMR Built Around the Plan of Care, the Unit, and the Outcome
GlaceEMR is ONC-certified, with 30+ 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, the timed codes, the discipline modifiers, the threshold logic, and the outcome measures 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.
8-minute rule unit calculator in real time
Therapists log minutes per intervention as they treat. The chart computes billable units against the 8-minute rule in real time, shows the CPT split across 97110, 97140, 97530, and 97112, and flags total time at every unit boundary. Untimed codes such as 97150 are handled in the same canvas, so the unit math the clinic used to lose to memory is settled before the charge drops.
KX threshold and medical-necessity tracking
A running tally of Medicare-allowed therapy dollars per patient per calendar year, kept current as claims pay. The KX prompt fires as the patient approaches the threshold, with a medical-necessity narrative template ready to edit. Above-threshold visits leave the clinic with both the modifier on the claim and the narrative in the chart, which is what the targeted medical review asks to see.
Plan of care and re-certification engine
Every certified plan carries its certification period in structured fields. The system tracks the clock per patient, prompts the therapist before the period closes, drafts the re-cert packet, and blocks lapsed POCs at scheduling rather than at billing. The certification routes to the referring physician with one click, and the signature returns to the chart attached to the right episode.
Discipline and assistant modifier logic
GP, GO, and GN attach automatically by rendering provider type at charge entry. PTA and COTA supervision rules drive the CQ and CO modifiers when an assistant renders a service, with the supervision documentation captured against the right visit. The logic that varies by Medicare and by commercial payer is in the scrubber, so the claim leaves right the first time.
Functional outcomes and PROM capture
LEFS, DASH and QuickDASH, Oswestry, Neck Disability Index, Berg Balance, Timed Up-and-Go, and FOTO PROMs across body regions. Captured at eval, at the mid-episode progress note, and at discharge. Auto-scored, trended on the patient dashboard, and surfaced into the re-cert and discharge documents as the objective evidence of progress.
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 |
SMART goals on the certified plan are the spine of the documentation: each daily-note intervention ties back to a goal, and goal-attainment trends run across the episode so the clinician and the auditor see the same story. 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, Tracked End to End
The eval establishes the certified goals, the plan of care carries the certification clock, the unit calculator settles the 8-minute math on every daily note, the re-cert engine refreshes the certification before it lapses, and the scrubber checks the KX modifier and discipline modifiers before the claim goes out. The same chart and the same billing team carry the episode from the eval to the deposit, so nothing dies on a missing signature or an under-counted unit.
GLACERCM FOR PT AND OT
A Billing Service That Knows Unit Math and Threshold Work
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 therapy code mix: timed-unit discipline, KX-threshold work, discipline and assistant modifiers, and the commercial, Medicare, workers’ comp, and no-fault auto panels therapy bills.
95%+
First-pass claim adjudication. Most claims pay on the first submission, with no rework and no calendar lost to denial follow-up on unit and threshold claims.
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, 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 units and thresholds
The 8-minute unit math, the KX threshold, and the GP, GO, GN, CQ, and CO modifiers are checked before submission. The unit-math and threshold work that quietly drains a therapy clinic is built into the scrubber, so claims that need a fix get fixed before they go out, not after a denial returns.
Authorization and POC management
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. Lapsed plans of care are caught at scheduling, so 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 outcome scores and goal-attainment trends already in 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, and the unit you delivered is the unit you bill. The percentage you pay tends to cover itself out of the units and threshold dollars 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 and the goal-linked structure therapy documentation needs. English and Spanish patient-facing. The narrative that wins a post-payment review writes itself because the data is already there.
GlaceIQ
30+ AI features tuned to the episode: CPT and modifier suggestions at charge entry, the KX prompt at the threshold, 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 in English or Spanish, 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, with English and Spanish on every patient-facing surface. 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 route back to the referring physician on a cadence and the discharge summary closes the loop, 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 unit-driven, plan-of-care 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, active plans of care, prior outcome scores, and recent results, with your eval templates, goal libraries, timed-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 and the unit calculator removes the math from their heads. 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 on missing POCs or unsupported units. KX-threshold visits ship with the modifier and the narrative, both. Visit-cap extensions land before the cap, outcome-measure trends populate the discharge documents, and GlacePhoneSmart has visibly cut front-desk call volume.
Data migration covers historical records, episode history, plans of care, prior evaluations and progress notes, outcome scores, 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 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, 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. 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 an outpatient therapy practice:
- 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 at scrub
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 handle the 8-minute rule and the KX threshold natively?
Yes, both are built into the chart. As the therapist logs minutes per intervention, the unit calculator computes billable units in real time against the 8-minute rule and shows the resulting CPT split before the daily note is signed. The KX tracker keeps a running tally of Medicare-allowed therapy dollars per patient per calendar year and fires the modifier prompt at the right visit, with a medical-necessity narrative template ready for the clinician to edit. Above-threshold visits leave your clinic with both the modifier on the claim and the supporting language in the note, which is what the targeted medical review actually asks to see. The math the clinic used to lose to memory is now handled by the system, and the unit you delivered is the unit you bill.
How does the plan-of-care and re-certification workflow run?
Every certified plan carries its certification period in structured fields. The system tracks the clock per patient, prompts the therapist before the period closes, drafts the re-cert packet for physician signature, and routes it electronically to the referring physician. Lapsed POCs are blocked at scheduling rather than caught at billing, so the visit that would have died on a missing signature is rescheduled, re-certified, and paid. Progress letters route back to the referring physician on a cadence, the discharge summary closes the loop, and the referral source stays warm without anybody chasing the surgeon’s office for a signature on the day a claim was supposed to drop.
How does the platform protect us in a post-payment audit?
The documentation that wins a review is a byproduct of how your therapists chart. SMART goals on the certified plan are the spine of the note, each daily-note intervention ties back to a goal, and LEFS, DASH, Oswestry, and FOTO outcome scores are captured at eval, progress note, and discharge, then auto-scored and trended on the patient dashboard. When a case manager pulls the chart, the goal-attainment trend graphs and the outcome scores tell the same story the narrative does: measurable progress toward the certified objectives. The unit math is documented against the minutes logged, the KX modifier carries its medical-necessity narrative, and the audit-support packet prints in seconds rather than being rebuilt by hand.
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, and English and Spanish patient-facing language are supported. 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, no implementation charges, and no monthly minimums. 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 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 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, and the unit-math and threshold work is built into the scrubber.
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.
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[Clinician Name, PT or OT]
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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.