Physical Therapy Billing Services: PT, OT, SLP, From 6.5%

Who our physical therapy billing service is for

We bill for outpatient physical therapy clinics, occupational therapists and speech-language pathologists in private practice, and rehab groups that run all three disciplines, from solo therapists to groups of 6–15 clinicians. Hand your billing to us at moments like these:

• Your biller left, and the last few weeks of visits have not been billed.
• Medicare claims keep coming back for missing KX or assistant modifiers.
• Plans of care lapse before the physician signs, so visits sit on hold.
• Insurance A/R is aging past 90 days while your schedule stays full.
• You are opening a clinic or hiring a therapist who is not yet enrolled with your payers.

Facing one of these? Tell our billing team which one, and we reply within 1 business day.

What we take over and what your clinic keeps

Our physical therapy billing service runs the professional claim for PT, OT and speech plans alike. We check every code against your clinician's documentation and never change a code without the clinician's sign-off. Denials go to our therapy denial work and appeals team. We track authorized visits and end dates; new requests go through our prior authorization requests and renewals. Counselors or psychologists in the same group are billed under our mental health and therapy billing service. Multi-specialty practices: each clinician's claims are billed at that clinician's segment rate; the size band counts every clinician.

Read the workflow as text

1. Load plans and authorizations — Plan-of-care dates, authorized visits and end dates entered at onboarding. Owner: Our billing team.
2. Sign the daily note — Note shows total timed minutes and who treated. Owner: Your therapists.
3. Turn minutes into units — Day's total timed minutes become units; GP, GO, GN, CQ, CO added. Owner: Our billing team.
4. Submit the claim — KX checked against the patient's year-to-date therapy amount and the notes before release. Owner: Our billing team.
5. Post and work denials — Assistant lines checked at 85%; each denial worked or returned with the fix. Owner: Our billing team.
6. Report by discipline — Monthly KPI report with denials split by PT, OT and speech. Owner: Our billing team.

Where therapy practices lose revenue, and what we do about it

Therapy revenue leaks where minutes, modifiers and plan dates meet the claim.

What we check on every claim line

• Units counted code by code. We reconcile the day's documented timed minutes with the payer's unit method and query a note missing its minute total.
• Lines without GP, GO or GN. We check the discipline and required modifiers against the plan and treating clinician before release.
• Passing the KX threshold without KX. We carry forward the Medicare therapy amounts already billed and check the current threshold and medical-necessity documentation before adding KX.
• Assistant lines billed wrong. We match each line to the therapist or assistant who treated the patient and post the applicable payment adjustment.

What we check before a visit is billed

• Plans of care that lapse. We keep certification, recertification and progress-report dates with each active plan and ask your team for missing documentation before billing.
• Visits past an authorization. We track approved visits, visits used and the end date, then return a visit outside the approval to your team for a decision.
• Speech treatment codes changing. We review the speech note templates and each payer's implementation instructions before changing the treatment codes your clinic uses.

What our physical therapy billing costs

PT, OT and speech practices pay the rehab rate, set by clinic size; the same row covers chiropractic billing. You pay a percentage of insurance payments and 0% of patient payments, so a copay taken at the front desk never carries our fee. Setup is $0. Invoices 1–3: only percentage fees on that month's insurance payments, plus any statements or add-ons you order. Percentage fees and mailed statements are capped at 9.0% of that month's insurance payments; from invoice 4, the $400 minimum applies even in a month when the cap comes to less. Month to month. Leave with 30 days' written notice. No termination fee. The complete rate card and fee terms sit on our pricing page.

How we start: switching from in-house or another billing company

A therapy billing handover can miss two dates at once: filing deadlines on claims the last biller left open, and plan-of-care dates for Medicare patients. Go-live, when your first claims go out, comes within 5 business days of access; any unbilled backlog follows within 10 business days of access. Clock starts with your signed agreement, signed BAA and working system logins; it extends day for day while we wait on access. Every inherited claim within 30 days of a filing, corrected-claim or appeal deadline is worked within 5 business days of access. Starts at access; covers up to 250 claims (more gets a day-1 deadline schedule); worked means submitted, corrected, appealed or returned with the fix.

We need six things from your clinic:

1. The signed service agreement and BAA (business associate agreement).
2. Practice-management, therapy documentation and clearinghouse logins.
3. A claim-level aging export, which lets us sort inherited claims by deadline on day one.
4. Active plans of care with their certification and recertification dates.
5. Open authorizations: visits approved, visits used and end dates.
6. A staff list that shows who is a PT, PTA, OT, OTA or SLP, so CQ and CO land on the right lines.

Our billing handoff plan lists what to request from your current company; a rehab clinic adds each Medicare patient's 2026 therapy amounts already billed, because they count toward the KX threshold. To see your deadline exposure first, request The Free A/R Deadline Map. Every unpaid claim over 90 days, sorted by the date it expires. Clock starts with your claim-level aging export and signed BAA; above 10 requests in a week, we confirm your date within 1 business day.

Opening a clinic or adding therapists: the enrollment we file for you

We check your clinic and clinician identifiers, payer enrollment status, effective dates and group relationships before filing the required applications. Your referral mix sets the order of payer applications; your team supplies the clinician records.

Credentialing & Payer Enrollment: $149 per payer. Billed only after the payer confirms your effective date; $0 if denied or panel closed; filed within 5 business days of your complete packet. Status updates come every 14 days. New-Clinician Enrollment: Clinicians who join while you're a client get enrollment filed with up to 5 payers each (the payer decides), with no per-payer fee. See Medicare and Medicaid enrollment for each therapist and CAQH and commercial panel credentialing.

What we report each month and the guarantees behind it

By the 10th of each month you get the KPI report, with therapy denials split by PT, OT and speech so you see which discipline's claims are coming back, and every metric defined in writing.

On-Our-Watch Guarantee. If a claim misses a filing, corrected-claim or appeal deadline while it is on our watch, we pay you what it would have paid. Claims we get complete 10+ business days before the deadline; contracted rate less any copay you collected, paid automatically within 30 days of final denial; capped $10,000/month; your holds excluded.

Clock-or-Credit Guarantee. From go-live, every new claim goes out within 1 business day of complete charge data, and every denial is worked within 2 business days of posting — or $25 comes off your invoice for each late one. Mon–Fri ET business days by your system's timestamps; worked: resubmitted, appealed or returned with the fix; auto-credited; capped at monthly fee; clearinghouse outages excluded.

We publish client results only with written permission. Until we have them, judge us by the guarantees and the free Deadline Map.

Common questions

How much do your physical therapy billing services cost?

7.5% for 1 clinician, 7.0% for 2–5 clinicians and 6.5% for 6–15 clinicians, of insurance payments, with 0% of patient payments and $0 setup. Credentialing is priced per payer. The minimum, fee cap and size bands are on our medical billing pricing page.

Do you bill occupational therapy and speech therapy claims too?

Yes, at the same rehab rate. OT lines carry GO, with CO on assistant lines; speech lines carry GN, and we move speech treatment to the timed codes replacing 92507 on January 1, 2027 as each payer adopts them.

Can you handle Medicare assistant and KX claims for our clinic?

Yes. Your staff list tells us who is a PT, PTA, OT, OTA or SLP, so CQ and CO go only on assistant lines. We add KX once a patient's 2026 therapy amount passes the CMS KX threshold, where your notes document medical necessity.

Which physical therapy software do you work with?

We work inside your existing practice-management system and clearinghouse; tell us which ones and we confirm in writing within 1 business day. No switch is needed once we confirm your system in writing; at onboarding we check that it records total timed minutes, who treated and plan-of-care dates. More on how we work inside your EHR and practice-management system.

Do we have to sign a long-term contract?

No. Leave with 30 days' notice and no termination fee. Want a run-out? We keep working the claims we submitted for 90 days at your plan rate. Decline it and we charge nothing on payments that post after you leave. Notice by email; optional run-out covers claims we submitted before your exit date, at your plan rate; handover file within 10 business days of exit.

How long does it take to switch our physical therapy billing?

Go-live, when your first claims go out, comes within 5 business days of access; any unbilled backlog follows within 10 business days of access. Clock starts with your signed agreement, signed BAA and working system logins; it extends day for day while we wait on access. Claims nearest a filing deadline go first.

Can you credential a new therapist joining our clinic?

Yes. A therapist who joins while you are a client is enrolled under New-Clinician Enrollment; the payer limit, our per-payer price outside it and the terms are in the enrollment we file for you.