Physical therapy billing software that gets the units right

Where physical therapy billing loses money

PT revenue rarely disappears in large denials. It leaks a unit at a time: 23 minutes billed as one unit instead of two, a payer following the AMA rule billed under Medicare’s, a superbill missing the units column, an export the biller has to re-key.

Each instance is small. Across thirty visits a day, they are the margin.

How units are computed from the note

The minutes recorded on the daily note drive the unit computation, under the rule configured for that payer: aggregate 8-minute-rule totals, or per-service rule of eights. The front desk never re-derives units by hand.

Because the charge is computed from the documentation rather than entered beside it, the units on the claim and the minutes in the note cannot disagree — which is the question an audit asks first.

What your biller receives

Per-session CSV with codes, minutes, units, modifiers and diagnosis pointers, a CMS-1500 PDF per claim-ready visit, and a patient superbill for out-of-network reimbursement.

Claims are not transmitted to payers from here. The system’s role is to make whoever does submit them faster and less error-prone, and a biller’s seat costs the practice nothing, so they can work directly in the system rather than from emailed files.

The arithmetic behind the units — which rule applies, what order it runs in, and the four errors that quietly cost units — is set out in the 8-minute rule. For the out-of-network side, the superbill template covers what the patient’s document has to carry.