SPORTS MEDICINE
An EHR Built for Return-to-Play, the Ultrasound-Guided Injection, and the Pre-Participation Physical
Concussion follow-up at 9:00, a 20610 with ultrasound guidance at 9:30, two PPE volume slots back-to-back at 10:00, a sideline-coverage paperwork pull at noon, and a regenerative cash-pay consult at 3:00. The day runs the way you actually practice on GlaceEMR and GlaceRCM, billed at a percentage of collections with no base fees, backed by a billing team that hits 95%+ first-pass claim adjudication and 99%+ collection rate of payer-allowed amounts*.
*Of payer-allowed amounts.
WHAT WE HEAR FROM SPORTS MEDICINE PHYSICIANS
The Problems Sports Medicine Practices Tell Us About
Sports medicine sits at the intersection of MSK care, concussion management, ultrasound-guided procedures, and performance. Almost none of it fits a generic outpatient chart. The horizontal EMR your group is running 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. The list below is what we hear in the first thirty minutes of every discovery call with a sports medicine practice.
The return-to-play decision carries liability and your chart treats it like a free-text addendum. A staged concussion protocol is a clinical record that may end up in a deposition. Your current platform makes you type the stage, type the symptom score, type the date, and hope the school’s athletic trainer reads the discharge instructions you printed. The decision that protects an athlete’s brain and protects your license sits as unstructured prose inside a generic SOAP note, and nobody in the chart can pull a clean stage-progression report when an attorney asks for one.
Your ultrasound-guided injection revenue leaks because the guidance code never makes it onto the claim. You do a 20610 with ultrasound guidance, the chart captures the joint, the steroid, and the lidocaine volume, and the biller drops a clean 20610. The 76942 imaging guidance component sits in your free-text procedure note where the scrubber never sees it, and you lose the reimbursement that justified the ultrasound machine in the first place. Multiply that by the volume of injections a sports practice runs in a quarter, and you are giving away revenue that the documentation already supports.
Pre-participation physical season turns your front desk into a triage center. A whole soccer team shows up at 8:00 AM, the school sent the forms in three different formats, half the parents forgot the immunization records, and you have twenty-five athletes to clear in a morning. Your EHR has no concept of volume PPE. The MA copies the same template twenty-five times and edits it by hand, the clearance status sits as a typed sentence rather than a discrete field, and the team’s athletic trainer cannot pull a clean roster of who cleared, who is pending imaging, and who needs cardiac follow-up.
Cash-pay and insurance live in two different worlds, and the practice is the seam. Regenerative procedures, PRP, performance counseling, and supplement consults run on cash, with consents and price agreements the patient signs the day of service. Insurance injections, E/M, and concussion follow-up run on the standard claim cycle. Your current system handles one or the other cleanly, never both. Reconciliation at month-end is a spreadsheet your office manager builds from receipts and EOBs, and the cash side never makes it into your real financial picture until the CPA asks for it at quarter-end.
Sideline coverage paperwork lives on paper and in your text messages. Friday night football, Saturday tournament, Sunday recovery clinic. The team physician role generates an event log, an injury report, a return-to-participation note, and a parental communication trail that your chart cannot ingest cleanly. Your athletic trainer texts you a photo of the field injury form, you forward it to the front desk, somebody scans it into the chart on Monday, and the structured data that should drive recall and follow-up never exists in queryable form.
Your concussion baseline data is locked in a third-party testing platform. The neurocognitive baseline ran in a separate vendor portal. When the same athlete shows up post-injury, you swivel-chair to look up the baseline, screenshot it, and paste it into your assessment. The trend graph that should sit alongside the SCAT5 across return-to-play stages does not exist in the chart your billers and risk-management team see. The picture of recovery is fragmented across three logins and one printed PDF.
Recall on the athlete panel does not run on its own. The concussion patient who needs a four-week re-evaluation. The injection patient who needs the six-week follow-up to decide on a second injection or PT. The high-school athlete who needs annual PPE clearance before tryouts in August. None of those reach the schedule unless your front desk works a manual list, and your front desk does not have the hours for it. The athletes drift, the parents move on, the practice quietly thins, and the only people who notice are the patients you never see again.
GLACEEMR FOR SPORTS MEDICINE
A Chart Designed Around the Athlete
GlaceEMR is ONC-certified and has been deployed in private sports medicine practices since 1999, with 30+ years of company history behind it. Every feature below is in the platform today, not a roadmap promise. The sports-medicine configuration is wired in before training starts, so the chart your team opens on day one already knows concussion staging, return-to-play decision-making, the ultrasound-guided injection note, and the PPE clearance field your athletic trainers depend on.
Structured concussion record with serial symptom-score tracking
The concussion assessment is a discrete record, not a free-text addendum. SCAT5, ImPACT-style cognitive scoring, symptom severity, and exertional testing land in dedicated fields, with serial visits stacking into a trend graph the athlete and the family can read alongside you. The baseline you captured pre-season anchors the post-injury comparison, so the recovery picture sits in one chart instead of three logins.
Staged return-to-play documented as a clinical record
The return-to-play decision is staged, dated, and signed in a structured workflow that an attorney can read at a glance. Stage progression carries the symptom score and the exertional findings that supported the move. 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.
Pre-participation physical with discrete clearance field
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 and the clearance status field driving the report your athletic trainer pulls Monday morning.
Ultrasound-guided injection note with guidance capture
The injection procedure note captures site, joint, supply (steroid, hyaluronic acid, lidocaine volume), needle approach, and the guidance method (landmark or ultrasound-guided) as discrete coded data. The 76942 imaging-guidance component stops sitting in free text and starts riding on the claim. Joint aspirations, viscosupplementation series, and trigger-point injections all carry the same structured capture so the scrubber sees what the chart already knows.
PRP and regenerative documentation with cash-pay workflow
PRP, prolotherapy, and orthobiologic notes run on dedicated templates with consent capture, kit-and-supply tracking, and pricing-agreement signature. The cash-pay charge posts to the patient ledger, the receipt issues immediately, and the same chart shows the insurance E/M, the cash regenerative procedure, and the next-visit follow-up plan side by side. Reconciliation happens daily, not at quarter-end.
Biomechanics, gait, and orthotic prescription
Gait analysis notes, video annotation, biomechanical assessment, and orthotic prescription run in structured templates with measurements as discrete fields. The runner with chronic anterior knee pain has a gait sequence in the chart that the next provider can compare against in three months. Orthotic prescriptions generate as cleanly-formatted documents that the orthotist accepts without a phone call to your front desk.
Order sets for the sports-medicine workup
Concussion evaluation, MSK injury workup, ultrasound-guided injection, pre-participation cardiac screen, and stress-fracture imaging all have order sets that match the visit. Imaging routes through the integrated PACS, and the radiologist report comes back attached to the original injury problem, with the abnormal finding flagged for your review rather than buried in the inbox.
Native PACS and DICOM viewer for ultrasound clips
MSK ultrasound clips, plain films, MRI, and CT all read inside the chart. No separate viewer to launch, no add-on license at renewal. The ultrasound loop of the supraspinatus tear sits next to the radiologist’s narrative report and the injection note that referenced it, so the next visit opens with the full diagnostic picture on one screen.
eRx with EPCS, NSAID and injectable favorites
Surescripts e-prescribing with EPCS, Id.me identity proofing, and drug-drug interaction alerts at the point of order. NSAID, injectable steroid, and topical favorites surface first with default dosing the practice agrees on. Anti-doping considerations for the competing athlete (NCAA, USADA, WADA classes) prompt at prescribing so a prohibited substance never ships out to an elite competitor by mistake.
Sideline coverage and team physician documentation
Field-injury event logs, sideline assessments, return-to-participation decisions, and parental communications carry a dedicated mobile workflow. Capture an injury on the iPhone at the game, attach a clip from the iPad on the bench, sign the field assessment before you leave, and the chart updates before you reach the parking lot. The team physician role for high school, college, and professional coverage finally has a record that matches the obligation.
Youth athlete and minor-record safeguards
Minor athletes carry the additional consent, parental-communication, and school-disclosure handling the population requires. Role-based access limits the front desk and athletic-training contacts to what they need. The chart respects the legal layer that surrounds a fourteen-year-old’s concussion record, with audit trails on every view and signed consents required before any team-side or school-side release.
Population registry and athlete recall
Care Gap and Population Registry views surface the concussion patients due for return-to-play re-evaluation, the injection patients due for follow-up, and the high-school athletes due for annual pre-participation clearance. Recall logic drives the outreach through GlacePhoneSmart, SMS, and the portal, so sports-medicine follow-up runs as a managed program rather than a manual list your front desk works between appointments.
MODULES INCLUDED WITH GLACEEMR
Things Other EMRs Charge Extra For. You Get Them.
When you price out another EMR, count everything included before you compare headline numbers. Most of the boxes below are upsells everywhere else. They ship with GlaceEMR. No tier games, no surprise line items at renewal, no third-party vendor management for the modules a real sports medicine practice depends on every Friday night.
Native iOS and Android apps for the field
Phone and tablet apps for providers and athletic trainers. Sign notes, review imaging, capture a sideline assessment, message the parent, and look up a baseline from the bench. Native build, not a mobile-friendly browser view, so the experience holds up on the sideline at a night game with bad Wi-Fi and a sore thumb on a touchscreen.
Self-check-in kiosk for volume PPE days
Run pre-participation check-in on an iPad, an Android tablet, or the athlete’s own phone. Demographics, parental consents, intake questionnaires, and insurance updates done before the rooming MA gets there. Bilingual English and Spanish so the Spanish-speaking parent does not need an interpreter to sign a sport-clearance consent for her son’s first football season.
Native telehealth for follow-up
HD video is built into the EHR. No third-party video link, no separate license, no surprise renewal. The concussion check-in for the college freshman who went back to campus, the post-injection range-of-motion review, and the regenerative-procedure follow-up all run in the same chart as the in-person work, with the same templates and the same coding support.
Integrated PACS and DICOM viewer
MSK ultrasound, MRI, plain film, and CT in the chart. No add-on subscription, no separate login, no surprise renewal fee. The clip you captured at the bedside during the injection sits next to the radiologist report and the procedure note, and the next visit opens with everything on one screen.
GlaceOffice administration suite
HR, timesheets, PTO, inventory (PRP kits, injectable supply, ultrasound gel and probe covers), documents, school and team contracts, sideline credentials, and the KPI dashboard your practice manager actually checks. Free for every Glenwood client. Run the business side of a sports practice without a fifth subscription and a fifth login.
Multi-location, multi-provider, role-based
Grow from a single sports practice to a multi-site group with satellite clinics inside training facilities and academic centers on one platform. Role-based access for athletic trainers, MAs, providers, billers, and practice managers throughout. No per-location upcharge. Add a satellite at the new high school next quarter and the chart works the same way Monday morning.
GLACERCM FOR SPORTS MEDICINE
A Billing Service That Knows Your Procedure-Plus-Guidance Mix
GlaceRCM charges a percentage of collections with no base fees, no implementation charges, and no monthly minimums. The service is built for sports medicine’s specific code mix: ultrasound-guided injections with the imaging-guidance component, cash-pay regenerative procedures, workers’ comp and accident-coverage lines that sit alongside commercial insurance, and the E/M-plus-procedure visits where a missing modifier costs you the day.
95%+
First-pass claim adjudication. Most claims pay on the first submission, with no rework, no resubmission, 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 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.
Injection-plus-guidance coding done right
The 20610 with the 76942 imaging-guidance component, the 20611 unbundled and paid as it should be, the joint aspiration paired with the appropriate diagnosis, the bilateral knee injection with the correct -50 modifier handling. The scrubber knows the sports-medicine procedure mix and the modifier rules each payer enforces, and the claim drops with the documentation the scrubber already validated against the actual chart.
Modifier -25 logic for E/M plus procedure
A sports-medicine visit that combines a significant separately identifiable E/M with an injection on the same day needs modifier -25 on the E/M, with the documentation to support it. The scrubber applies the modifier logic before submission, the Undercoding Detector protects the documented complexity, and the E/M dollars stop disappearing into the procedure code. Payers know the playbook for denying this combination, and our scrubber knows the playbook for defending it.
Workers’ comp and accident-coverage handling
Workers’ compensation injuries and sport-injury accident policies run on different rules, different billing forms, and different appeal timelines than commercial insurance. Our team knows the state workers’ comp fee schedules, the school-district insurance carriers in your service area, and the documentation each carrier requires to release payment. The injury that happened at the welding shop or on the football field gets billed cleanly to the right entity the first time.
Cash-pay reconciliation for PRP and performance services
Cash-pay PRP, orthobiologics, 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.
Denial management worked to resolution
We do not drop a sports-medicine denial after 90 days. Every claim is tracked to complete resolution: appeals on bundling edits, second-level reviews on medical necessity for hyaluronic acid, peer-to-peer when the payer questions an MRI on a non-resolving injury. We do not give up on your money. The write-off only happens when you sign off on it, and the report on your dashboard tells you exactly where every disputed dollar stands today.
A named billing specialist for your sports practice
You get a dedicated account manager who knows the sports-medicine payer mix in your state, the codes you bill, your school-district insurance contracts, and your top denials. Not a ticket queue. Not an offshore call center. They pick up the phone when you call, and they know your practice by name within a month of go-live. You will recognize their voice on the other end of the line.
Percentage of collections, no base fees
No setup fees, no implementation charges, no monthly minimums. We get paid when you get paid. That is the contract, in writing, on every invoice. Your interests and ours are aligned from day one, and our incentive is to collect every dollar you earned, not to bill you for activity that did not produce collections.
Credentialing and payer enrollment included
Provider credentialing and payer enrollment are part of GlaceRCM onboarding, not a separate engagement and not a referral to a third-party credentialing company. New providers, new locations, team-physician contract enrollments, and workers’ comp panel additions are handled by the same team that runs your billing, so a new associate starts billing on day one instead of waiting six months for an enrollment letter from the payer.
GLACESCRIBE FOR SPORTS MEDICINE
Ambient Notes That Capture the Injury Mechanism, the Functional Exam, and the Return-to-Play Plan
GlaceScribe listens in the room and generates a complete sports-medicine SOAP note structured the way you actually write: injury mechanism, functional exam organized by joint or system, assessment per injury with imaging and special-test findings, and the plan section organized by problem with return-to-play stage, injection plan, imaging follow-up, and referral. It is built on HIPAA-compliant AI infrastructure from Amazon, Google, Anthropic, Deepgram, ElevenLabs, and other enterprise AI providers. Multi-vendor architecture preserves operational redundancy and continuous improvement, so the scribe gets better over time without ever depending on a single upstream vendor.
The scribe folds the ultrasound-guided injection note into the visit when you do an in-office procedure, capturing site, supply, guidance method, and post-procedure plan inside the same encounter. Special tests (Lachman, McMurray, Hawkins-Kennedy, Spurling) get captured as performed and findings, not as a generic exam paragraph. ROM measurements, strength grading, and dermatomal findings land as discrete data the next visit can trend against. ICD-10 and CPT suggestions surface alongside the draft note, including the 20610 with the 76942 imaging guidance that you actually performed, and all suggestions are reviewed by you before signing.
Up to four simultaneous speakers are captured cleanly, so a parent, an athletic trainer, or a coach in the room with a minor athlete is documented alongside the patient without scrambling the assessment. The scribe runs in person and in telehealth, and the same chart receives the note either way. Patient-facing language is supported in English and Spanish, so a Spanish-speaking parent gets the same encounter experience while the clinical documentation lands in English for your billing and risk-management workflow.
You will feel it most in the visits where the typing was always the bottleneck. The new injury evaluation where the athlete describes a complex mechanism in motion. The post-concussion family meeting where the parent has eight questions and the school counselor is on speakerphone. The volume PPE morning where you do twenty-five clearance visits and the documentation used to follow you home. The note that used to eat fifteen minutes after each visit now needs two or three minutes of review while your MA is rooming the next athlete, and the HPI captures what the patient actually said about how the knee gave way, not the abbreviated version you typed from memory.
It learns your voice, your abbreviation patterns, and your preferred phrasing over time. The first month it sounds like a careful PA trying to write the way you write. By month three it sounds like you, including how you frame return-to-play counseling with parents, the way you explain a high-grade MCL sprain to a junior in his senior season, and the cadence you use to set expectations for a six-week rehab arc. By week six, most sports physicians tell us they are getting 90 minutes to two hours of their evening back. The practice’s chart-completion report says the same thing, in fewer words.
Nothing reaches the chart until you approve it, and the codes never touch the claim until you sign the note. The AI is a careful resident who hands you the note for review; the coding judgment, the return-to-play decision, and the billing call all stay with you. That is the model: a careful assistant that handles the typing, with the physician staying in the loop on every clinical and financial decision.
POWERED BY GLACEIQ
30+ AI Features, Tuned to the Sports Physician’s Day
GlaceIQ is the AI substrate across GlaceEMR. Every capability below is a suggestion. You review and select. Codes wait for your approval before they touch a claim, return-to-play stages wait for your signature, and notes wait for your review before they leave the chart. Compliance-first, physician-in-the-loop, every time. The list below is what runs in the background of a sports-medicine day on the platform, working on the cognitive load you carry today by hand.
Pre-charting from injury history and baselines
Before the visit, GlaceIQ assembles a pre-chart summarizing prior injuries, surgical history, current return-to-play status, the most recent concussion baseline, last-visit imaging, and the open plan items from the last encounter. Your MA reviews it before you walk in, so the first thirty seconds of the encounter are spent on the athlete, not on chart review.
Injection-guidance capture at signing
As you sign the procedure note, GlaceIQ flags any imaging-guidance documentation that supports a 76942 add-on but did not yet land on the encounter’s procedure list. You review and select. The guidance code that used to sit in free text starts riding on the claim, and the ultrasound machine starts paying for itself faster.
Return-to-play stage progression suggestions
Based on documented symptom score, exertional testing, and elapsed time, GlaceIQ suggests the next stage of the return-to-play protocol. You review, approve, or override with reasoning. The stage progression that used to live in your judgment alone now lives in a chart trail that supports the decision, with citations from AMSSM and consensus guidance documenting why the stage made sense.
Concussion red-flag and imaging-appropriateness alerts
For the post-injury athlete with focal neurologic findings, persistent vomiting, or prolonged symptom duration, GlaceIQ flags red flags that warrant immediate imaging or higher-level care. For routine MSK orders, it flags imaging-appropriateness against AUC guidance so the prior-auth packet starts with the medical-necessity language the payer expects to see, and the MRI does not bounce on appropriate-use criteria.
Denial prediction before submission
Every injection-plus-guidance claim, every modifier -25 E/M-plus-procedure combination, and every hyaluronic-acid viscosupplementation series gets scored for denial probability before submission. The billing team fixes the documentation gap before the claim goes out, instead of working denials after the EOB arrives. The claim that would have failed on bundling edits gets the supporting language it needed while you can still adjust the note.
Per-code performance at charge entry
During charge entry, GlaceIQ shows expected reimbursement, denial probability, and payment timeline per code by payer for the injection-plus-guidance combinations sports medicine actually bills. You see the dollar implications of a coding decision while you can still adjust documentation. The 20610 with proper imaging-guidance support goes out as the procedure plus the add-on, and the day’s revenue reflects the work you actually performed.
Patient education in English and Spanish
GlaceIQ suggests injury-specific patient education for the visit’s diagnoses, shareable to the portal in English or Spanish after you review and approve. Concussion home instructions for a parent, RICE protocol for an ankle sprain, post-injection care for a knee, and return-to-running progression for a stress fracture: each lands in language the patient and family can actually use.
AI-powered prior authorization
For viscosupplementation series, MRI on non-resolving injuries, and biologic injectables that require auth, GlaceIQ assembles the documentation packet from the chart. The billing team finishes, validates, and submits. The 45-minute manual prior-auth project for a hyaluronic-acid series shrinks to a five-minute review, and the patient gets the injection their condition actually needs.
AI schedule maximization for the recall queue
When the schedule has an opening, GlaceIQ identifies recall candidates from the concussion follow-up list, the injection follow-up list, and the PPE-clearance-due list, and books them through GlacePhoneSmart or portal outreach. The 2:30 PM no-show turns into a 2:45 PM concussion re-evaluation for the high-school junior who is overdue by two weeks, and the panel stops thinning quietly.
PATIENT ENGAGEMENT FOR SPORTS MEDICINE
Reach Athletes, Parents, and Athletic Trainers Where They Already Are
Your patient engagement stack runs on portal, mobile app, kiosk, SMS, email, and phone, with English and Spanish on every patient-facing surface. The high-school athlete who only opens text, the parent who only opens email, and the college athlete who lives in the app all end up on the schedule, all fill out injury-history intake before they walk in, and all see their imaging results and return-to-play status without anybody at the front desk lifting a finger.
Practice-branded portal and mobile app
Imaging, secure messaging, scheduling, bill pay, intake forms, and telemedicine, all under your practice name, your logo, and your colors. Athletes and parents install one app, recognize the brand they trust on their phone, and stay there. Adoption beats the generic vendor-branded portal every time because the family trusts the sports practice they already know.
GlacePhoneSmart 24/7 line
AI phone agent answers as your practice in English or Spanish, books concussion follow-ups and injection visits into real-time scheduler slots, runs recall and PPE-due campaigns, fills cancellations, and surfaces voicemail summaries to your staff. Parents reach the practice at 10:30 PM after their kid took a hit at the game and still get an appointment for the next morning.
SMS recall for concussion, injection, and PPE
Concussion four-week re-evaluations, injection six-week follow-ups, annual PPE-clearance reminders before tryouts, post-injection range-of-motion check-ins, all in patient-preferred language and channel, on the cadence the care plan calls for. Replies route back into the chart as structured tasks, not into an inbox somebody has to read on Monday morning.
Digital injury-history and PPE intake
Digital injury-history intake, concussion-symptom intake, and the full PPE questionnaire arrive through the portal in English or Spanish and populate discrete fields before the visit. The athlete walks in ready, the rooming MA spends her time on vitals and the focused exam, and the concussion baseline gets captured pre-season so the post-injury comparison is clean.
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 short list below is what runs every day inside the platform for a sports medicine practice, with the injection-plus-guidance combinations and the modifier logic the specialty depends on:
- 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
SWITCHING IS EASIER THAN YOU THINK
Coming From Another EMR
Most sports medicine practices we onboard are leaving a horizontal EMR platform, a legacy orthopedic-leaning suite, or a primary-care system that never quite handled the injection-plus-guidance claim or the staged return-to-play decision. We have migrated all of them. The transition is the part you dread most, and it is the part we have done hundreds of times.
$0 implementation fee. Data migration is included in the contract: historical patient records, injury and surgical history, imaging records, concussion baselines, problem lists, active medications, allergies, and outstanding orders. EMR go-live in under one week of focused workflow training. RCM transition over 4 to 8 weeks with payer enrollment running in parallel, so the cashflow gap is the smallest possible. We recommend a 30-to-90-day overlap with your previous vendor while the new chart proves itself, and we plan the transition around that overlap rather than against it.
Provider training is delivered in pieces around your real schedule, not as a multi-day disruption that forces you to cancel patients or back out of a sideline-coverage weekend. Your account manager runs the migration and stays your account manager after go-live, so the person who answers your call in month six is the person who set up your workflows in week one. Glenwood has been physician-founded and privately held since Christmas Eve, 1994, when our founder helped his physician wife acquire a private practice in Connecticut. 30+ years in market, no outside investors, no roadmap roulette.
Support runs 7:00 AM to 8:00 PM Eastern Time on weekdays, with 24×7 on-call coverage for urgent or critical issues, so the practice that has a problem at 6:30 AM Pacific or a Friday-night sideline issue still reaches a person. You also get unlimited online training through onboarding, included online training for new staff who join later, and a self-help library of workflow documents and videos for the moments when somebody just needs to remember how something works.
What changes on day 1, day 30, and day 90
Day 1. You log in to a chart that already holds your migrated patient history, your active injury and concussion records, your prior imaging, and the recent results from your previous system. The sports-medicine configuration is already wired in: your injury templates, your concussion-staging workflow, your PPE clearance field, your ultrasound-guided injection note, your order sets, your smart phrases, your code favorites. You see a chart that looks like a real sports-medicine chart, not a blank install asking you to build one. Your first few visits run slower because the workflow is new. By the end of the first day, your hands start to remember where everything lives.
Day 30. You are charting faster than you did on the old system because the templates match how you actually document an injury, a return-to-play stage progression, and an in-office ultrasound-guided injection. GlaceScribe is running in most visits and your HPIs no longer slow you down. Your first month of injection-plus-guidance billing has rolled into clean claims, the 76942 add-on is finally hitting the payer, and your first formal walk-through of the denial queue with your account manager has happened. The recall and care-gap workflows are live, and your front desk is filling tomorrow’s schedule from the recall list rather than from whoever calls in.
Day 90. Your first quarter’s RCM dashboard shows the new shape: cleaner claims, faster posting, fewer denials parked in the 60-to-90-day bucket, and the imaging-guidance dollars that used to leak now showing on the books. Cash-pay PRP and regenerative reconciliation is happening daily inside the same financial system as the insurance side. Your concussion follow-up panel and PPE recall list are both running on managed cadence. GlacePhoneSmart has visibly cut your front-desk call volume, and your recall campaigns have closed care gaps for hundreds of athletes you would not have reached otherwise. The switch starts paying for itself, and the conversation with your account manager turns from migration triage to optimization, the parts of the platform you are ready to use harder next quarter.
QUESTIONS WE HEAR EVERY WEEK
Sports Medicine Practice FAQ
The questions below come up in almost every discovery call with a sports medicine practice. 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 to see attached to defend it. Joint aspirations, viscosupplementation series, and trigger-point injections all carry the same structured capture so the scrubber sees what the chart already knows.
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, ImPACT-style 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 so the school has the record they need, 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 for the first time 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 rather than getting typed up later in the day.
Does GlaceRCM handle cash-pay PRP and regenerative reconciliation 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.
Is GlaceScribe HIPAA-compliant, and how does it handle minor athletes?
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 visits. For minor athletes, the chart respects the legal layer that surrounds a teenager’s concussion record, with role-based access limiting front-desk and athletic-trainer contact to what they need, audit trails on every view, and signed parental consents required before any team-side or school-side release. Up to four simultaneous speakers are supported so a parent in the room is documented alongside the athlete without scrambling the assessment. Audio is processed in transit, the resulting note is stored in your single-tenant chart database, and data never trains a shared model.
What does the GlaceRCM pricing actually look like for a sports practice?
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 (injection density, regenerative cash-pay volume, workers’ comp ratio), your payer panel, and your volume, and you will have it in your hand after a 20-minute discovery call. The contract is straightforward: we get paid when you get paid. You will not see a surprise line item for credentialing, for denial follow-up, for prior auth on a hyaluronic-acid series, for patient statements, or for the call center your patients use to ask about their bills, because all of that is part of the service. The 95%+ first-pass adjudication and 99%+ collection rate of payer-allowed amounts are how we operate across our active client base. 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.
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If you carry adjacent panels, see how GlaceEMR runs orthopedics, pain medicine, PT/OT therapy, and podiatry.
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