Physical therapy billing software
Your front desk collects the copay, which depends entirely on the desk being free. Smarfle holds the plan and the copay on the patient so the charge runs with the visit, and keeps authorized visits counted so nothing is delivered unpaid.
7 days free · No credit card · Built in Florida
$8,420
47
Acme Office Park
Monthly maintenance
$485
Riverside Apartments
Quarterly service
$1,200
Downtown Plaza
Monthly recurring
$320
West End Hotel
Bi-weekly contract
$680
Real Smarfle UI · Live data from your physical therapy CRM
Why generic billing software fails physical therapy owners
Generic billing tools weren’t built for physical therapy. Smarfle was.
Generic billing software
What everyone else gives you
- Copays are collected only when the front desk is free
- Plan packages are reconciled by hand on a spreadsheet
- The balance after an explanation of benefits is chased manually each cycle
Smarfle for physical therapy
Built for your actual workflow
- The copay is charged against the visit as it happens, not at a counter
- The plan is billed once and the visits still authorized are held as a field on the patient
- The stored card is charged for what remains once the carrier has settled
How physical therapy billing works in Smarfle
From the first touch to the closed loop. No missing pieces.
- 1
The authorization sets the ceiling
The number of visits a carrier approved is recorded on the patient before treatment starts, where the whole front desk can see it.
- 2
The copay travels with the appointment
It is charged as the session closes rather than collected at a counter, so a full waiting room never costs you the collection.
- 3
Each session counts against the approval
The remaining visits update as treatment proceeds, so a request for more is made before the limit rather than after it.
- 4
Self-pay blocks are bought up front
A cash package is paid for when it is agreed, which keeps it entirely separate from anything being claimed.
- 5
The balance is settled during care
What is left once a carrier settles goes to the card on file while the patient is still attending, not at discharge.
Where physical therapy billing breaks down
The friction every physical therapy owner recognizes.
Authorization is a ceiling nobody can see
A carrier approves a number of visits. That number lives on a note beside one monitor, and anything delivered past it is treatment the clinic has given away.
Copays are small, frequent and skipped
Hundreds of visits a week each carrying a modest amount, collected at a desk that is also answering the phone. The ones waived because there was a line never come back.
Comp and auto cases pay on their own calendar
A case settles when an adjuster or an attorney decides it does. The treatment happened months earlier and the therapists who delivered it were paid at the time.
12,500 copays a year
Two hundred and sixty visits a week across forty-eight weeks is roughly 12,500 copays to collect. Each is small enough to wave through when a queue forms, and the ones waved through are never recovered. Charged with the visit instead of at the desk, collection stops depending on how busy reception is.
260
Visits a week
48
Weeks a year
~12,500
Copays to collect
Based on typical physical therapy operations. Your numbers may vary.
Features powering physical therapy billing
Each one a deep-dive in its own right.
Authorization counts as named fields
Visits approved, visits used and the referring physician sit as fields on the patient, visible to whoever happens to be at the desk.
Learn morePlans of care generate their visits
A course of treatment produces each appointment for you, and the patient gets a reminder ahead of every one.
Learn morePatients open their own documents
Dated records of each visit and what it cost are there to download, which is what a health savings administrator asks for.
Learn moreTherapists see only their caseload
A therapist works from their own list without seeing practice finances, which is how a clinic adds staff without opening the books.
Learn morePhysical therapy billing software questions
Moving your physical therapy billing software off another tool?
Most physical therapy businesses arrive at Smarfle from one of the tools below. See a side-by-side comparison.
Other physical therapy tools
Smarfle ships billing software alongside the rest of your CRM.
Billing software for other industries
Same billing engine, tuned for each vertical.
Try physical therapy billing software free
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