AI Workflow Automation for PT & Rehab
Rehab runs on referrals and re-auths. We make both run themselves.
Custom AI automation for PT & rehab groups, from the faxed script to the completed plan of care, built around your EMR, clearinghouse, and phone system.
The problem
Scripts arrive by fax. Then the counting starts, by hand.
Faxed scripts get re-typed, benefits get verified by phone, visit counts live in spreadsheets, and re-auth deadlines live in someone's memory. The cost shows up everywhere:
…plus patients who quietly drop off mid-plan and never come back.
Referrals opened, read, and keyed into the EMR by hand, intake labor scales 1:1 with volume.
Visit counts vs. authorization live in spreadsheets, visit #13 of 12 is free care.
Progress-note and re-cert deadlines missed under payer scrutiny mean denials and clawbacks.
Mid-plan no-shows quietly become abandoned plans of care, lost outcomes, lost revenue.
Scheduling calls, benefits questions, and reschedules keep staff off check-in and collections.
One platform
Every step of the journey, automated on one platform
Script capture · extraction · filing · review queue
Real-time 270/271 · visit limits · copays
Re-auth triggers · recert deadlines · alerts
24/7 AI phone agent · series scheduling
Drop-off outreach · referrer intel
From fax pile to verified, scheduled referrals, hands-free
- Continuous captureFax queues and shared folders monitored around the clock, scripts, e-referrals, PDFs.
- AI extraction with confidence scoringPatient, DOB, referring physician, diagnosis, body region, frequency & duration, insurance, every field scored.
- Benefits verified before the evalReal-time 270/271 with PT specifics: visit limits, per-visit copays, deductible status.
- Duplicate & revision detectionUpdated scripts linked to the original referral, no double-booked evals, no stale orders.
- Human review queueAnything below the confidence threshold routes to staff for a fast verify-and-correct.
Module 02 · Visit limits, auths & plan of care
Visit #13 of 12 never happens again
Every completed visit counts against the authorization automatically, and the paperwork that protects payment stays ahead of the payer, not behind it.
EVERY REFERRAL ROUTES ITSELF INTO A WORKFLOW STATE:
Visit-limit engine
Visits used vs. visits authorized tracked in real time per payer rules, with re-auth requests triggered at a configurable threshold, not after the limit.
Recert & progress-note alerts
Medicare progress-note cadence and plan-of-care recertification deadlines watched per patient, flagged to the treating therapist before they lapse.
One-click closure
Staff mark Scheduled, Completed, or Discharged in one click, closing the loop and feeding plan-completion analytics.
Module 03 · 24/7 phone agent & scheduling
Every call answered. Every series booked. Every seat filled.
Natural conversation; automated-assistant disclosure on every call.
Name, DOB, insurance, referring physician, injury/body region, availability.
Visit limits and copays confirmed while the caller is on the line.
The evaluation scheduled on the spot, or transferred to your front desk with a verified summary. After hours: a structured callback task.
Clinic locations & hours · what to wear and bring · insurance participation · rescheduling · home-exercise reminders between visits, all from your approved content.
The full plan-of-care series booked at once with therapist continuity; cancellations backfilled from the waitlist automatically; therapist and aide schedules balanced across sites.
Module 04 · Retention & referral growth
The two numbers that decide a clinic's year
- Drop-off detectionA missed visit with no rebook triggers outreach within hours, text first, then an AI call, before the patient becomes an abandoned plan.
- Reactivation campaignsDischarged and dropped-off patients re-engaged on schedule, flare-up check-ins that fill next month's calendar.
- Completion analyticsPlan-completion rate by therapist, clinic, and referral source, the metric payers and referrers both care about.
- Referrer dashboardsReferrals by physician and practice: top, growing, declining, and lost sources, on a normalized registry.
- Automatic referrer updatesEval-complete and discharge summaries delivered back to referring physicians, the touch that keeps scripts coming.
- Marketing follow-throughEvery new referral source gets a thank-you and status loop, automatically, every time.
Everything we automate
Physical Therapy & Rehab: the full automation menu
Every engagement is scoped to your operation, start with the module that hurts most, and expand on the same platform, the same BAA, and the same HIPAA framework.
Referral & script intake
Faxed scripts and e-referrals captured, read, and filed, diagnosis, frequency, and duration extracted, with a human review queue for anything uncertain.
Benefits & visit limits
Real-time eligibility (EDI 270/271) with PT-specific benefits: visit limits, copays per visit, and deductible status, before the first appointment.
Auth & plan-of-care tracking
Visits used vs. visits authorized watched in real time; re-auths triggered before they run out; progress-note and recert deadlines flagged, never missed.
24/7 AI phone agent
Answers scheduling lines day and night, collects intake, verifies benefits in-call, and warm-transfers to your front desk, or books the eval.
Full-series scheduling
The entire plan-of-care series booked at once with therapist continuity, powered by Simz Shift, with waitlist backfill for cancellations.
Drop-off prevention
Patients who miss visits mid-plan get automatic outreach before they disappear, protecting outcomes and the revenue you already earned.
No-show reduction
Confirmation sequences, day-before reminders, and home-exercise nudges between visits keep arrival rates up.
Referral analytics
Live dashboards: referrals by physician, arrival and cancel rates, plan-completion rates, and top, growing & declining referral sources.
Credentialing & compliance
Therapist license and CEU tracking, payer enrollment follow-up, and CAQH re-attestation, no clinician sidelined by paperwork.
Why we're confident
This engine is already running in production
We built this exact engine, fax intake, AI extraction, real-time eligibility, auth tracking, 24/7 phone agent, and analytics, for a multi-site medical imaging group. PT runs on the same workflow, with visit limits in place of imaging auths:
Powered by Simz Conversational, Simz Shift, and Simz Chron, with custom development for everything else.
- AI referral pipeline live at pilot clinics in weeks, not quarters
- Real-time benefits checks with visit-limit tracking
- 24/7 phone coverage with in-call verification
- Plan-of-care series scheduling with drop-off outreach
- Therapist credentialing tracked across payers
Free PT workflow audit
Thirty minutes with your operations lead. We map your workflow, quantify what each manual touch costs, and hand you a phased automation roadmap, whether or not you build it with us.