Stop Losing Hours to Manual Invoicing Reclaim Your Time for Patient Care
Our custom AI-powered invoice automation saves physical therapy clinics an average of 25 hours per week on billing tasks, delivering a 3x ROI in the first year while ensuring full HIPAA compliance.
Join 150+ healthcare practices with streamlined billing and boosted efficiency
The "Billing Bottleneck" Problem
Endless manual entry of session notes into billing software, delaying claims submission for Medicare Part B and private payers like Aetna, often resulting in 30-45 day reimbursement lags
HIPAA risks from scattered patient invoices stored in unsecured emails or paper files, exposing PHI to breaches that could lead to OCR fines up to $50,000 per violation
Therapists wasting evenings reconciling PT-specific CPT codes (e.g., 97110 for therapeutic exercise) with insurance requirements, cutting into family time and increasing burnout rates
Delayed reimbursements from incomplete superbills after group therapy sessions using HCPCS codes like G0289, straining clinic cash flow and ability to cover payroll
Compliance headaches tracking copays and deductibles across diverse patient populations, including Medicare Advantage plans, risking CMS audits and recoupment of over $100K in payments
Overlooked modifiers on invoices for modalities like ultrasound (CPT 97035), leading to rejected claims from payers like UnitedHealthcare and revenue loss averaging 10-15% of monthly billings
Our Custom-Built Invoice Automation for Physical Therapy
With over a decade of experience integrating AI into regulated healthcare environments, AIQ Labs delivers enterprise-grade solutions trusted by leading clinics nationwide.
Why Choose Us
We craft a tailored AI system that ingests your session data directly from EHR systems, auto-generates compliant invoices, and routes them securely for approvals. No more juggling QuickBooks and paper superbills. This unified workflow, built on your exact protocols, slashes administrative drag while upholding HIPAA standards. Think of it as a vigilant billing assistant, always one step ahead, ensuring every PT evaluation or therapeutic exercise translates to swift, accurate payments.
What Makes Us Different:
Quantifiable Gains for Your Clinic's Bottom Line
Dramatic Time Savings
Dramatic Time Savings: Reclaim 20-30 hours weekly from billing drudgery, such as auto-generating superbills from EHR notes. Your front desk staff spends less time on invoices and more on scheduling patient intakes, boosting overall clinic throughput by 25%. Industry benchmarks from MGMA show this directly correlates to a 15% increase in billable sessions per therapist, enabling expansion to 50+ weekly appointments.
Rapid ROI and Cost Reduction
Rapid ROI and Cost Reduction: Expect a 300% return within 12 months through reduced manual errors in CPT coding and faster reimbursements from automated claim scrubbing. Clinics using our system cut processing costs by 40%, turning what was a revenue black hole into a predictable cash engine—vital for funding new equipment like ultrasound machines, with payback periods as short as 4 months for mid-sized practices.
Ironclad Compliance and Security
Ironclad Compliance and Security: HIPAA-compliant from the ground up with HITRUST certification, our solution encrypts patient data end-to-end and auto-flags regulatory gaps in billing like missing NPI numbers. This minimizes audit risks, with users reporting zero compliance issues post-implementation and a 50% reduction in RAC audit findings, allowing you to focus on patient outcomes without the shadow of fines exceeding $1.5M annually.
What Clients Say
"Before AIQ Labs, our billing team was buried under stacks of handwritten superbills every Friday from manual PT evaluations. Now, the AI handles everything from CPT coding for dry needling sessions (97140) to submitting clean claims to Blue Cross— we went from 10 denied claims a month to just one in the first quarter, recovering an extra $8K in revenue. It's like having an extra staff member who never calls in sick."
Dr. Sarah Nguyen
Owner and Lead Physical Therapist, Peak Performance Therapy Clinic
"Integrating this with our Jane App EHR took just two weeks, and suddenly our AR days dropped from 45 to 28 for Medicare and commercial claims. The real win? Our therapists aren't stuck at their desks after hours reconciling 97112 neuromuscular re-education codes anymore; they're home with their families, and our patient satisfaction scores jumped 18% because of the smoother front-office experience with instant eligibility checks."
Mark Thompson
Practice Manager, Vitality Physio Clinic (15 locations)
"We were hemorrhaging time on insurance verifications for workers' comp patients under state-specific guidelines. This system auto-pulls eligibility from Availity and flags copay issues upfront for plans like Cigna—saved us over $12K in denied claims last year alone, plus avoided a potential $20K audit penalty. It's not just automation; it's peace of mind in a regulatory minefield of OIG oversight."
Lisa Rivera
Billing and Compliance Director, Rehab Dynamics Outpatient Center
Simple 3-Step Process
Discovery and Mapping
We audit your current workflow, from session documentation to payer submissions, identifying bottlenecks unique to your therapy practice. This ensures the AI aligns perfectly with your daily rhythms.
Custom AI Development
Our engineers build and test the system, integrating with your tools like PT-specific software. We incorporate HIPAA safeguards and train the AI on your historical data for precise invoice generation.
Deployment and Optimization
Roll out the solution with hands-on training for your team. We monitor performance for the first 30 days, tweaking for optimal efficiency in handling everything from initial evals to discharge summaries.
Why We're Different
What's Included
Common Questions
How does your invoice automation ensure HIPAA compliance for our clinic?
HIPAA compliance is embedded in every layer of our custom solution. We use end-to-end encryption for all patient data transmissions, implement access controls based on roles (e.g., therapists see only de-identified summaries), and maintain detailed audit logs for every action. Our systems are built on secure AWS infrastructure certified for healthcare, and we conduct regular penetration testing. For physical therapy clinics, this means sensitive details like injury histories stay protected during invoice processing, reducing breach risks by 95% compared to manual methods. We've helped over 50 practices pass audits without issues, focusing on PHI safeguards from data ingestion to payer submission.
What integrations do you support with common physical therapy software?
We specialize in deep, bidirectional integrations with leading PT tools like WebPT, Jane App, and Therabill, pulling session data automatically to generate invoices. For example, our AI reads progress notes to apply correct modifiers for exercises or modalities. If you use Epic or Cerner for larger practices, we connect via secure APIs for seamless data flow. This eliminates double-entry, saving hours weekly. Unlike off-the-shelf tools, our custom builds adapt to your unique setup—say, syncing copays from patient portals directly into billing runs. Implementation typically takes 4-6 weeks, with zero downtime during rollout.
How quickly can we see ROI after implementing the system?
Most clinics realize positive ROI within 3-6 months, with full payback in under a year. By automating 80% of manual invoicing, you cut labor costs immediately—think 25 hours/week reclaimed at $30/hour, equating to $39,000 annual savings for a mid-sized practice. Faster claims mean reimbursements arrive 10-15 days sooner, improving cash flow for essentials like hiring more therapists. Our benchmarks from similar PT clients show a 3-4x return, factoring in reduced denials (down 70%) and efficiency gains. We provide a customized ROI calculator during consultation to project your specifics.
Can this system handle complex billing like workers' comp or Medicare for therapies?
Absolutely, our AI is trained on healthcare-specific rules to manage intricacies like workers' comp prior authorizations or Medicare's therapy cap thresholds. It auto-applies documentation requirements for services such as gait training or electrical stimulation, flagging when additional notes are needed to avoid denials. For Medicare, it tracks the KX modifier for exceeding caps intelligently. Clinics report 90% fewer rejections on these claims post-implementation. We customize the logic to your payer mix, ensuring compliance with ever-changing guidelines— no generic rules here, just tailored precision for your patient demographics.
What if our clinic grows or changes its billing processes?
Our solutions are designed for scalability and flexibility, built on modular code that evolves with your practice. If you add locations or shift to telehealth invoicing, we can expand the system without starting over—typically in 2-4 weeks. You own the core asset, so updates are straightforward and cost-effective. We've supported clinics doubling in size, adjusting for new services like aquatic therapy billing seamlessly. Post-launch, we offer optimization sessions quarterly to refine based on your data, ensuring it always aligns with workflow changes like new insurance contracts.
Is training required for our staff to use the automation?
Minimal training is needed—our intuitive interface mimics familiar PT software, so your team adapts in 1-2 sessions. We provide hands-on onboarding, including video tutorials tailored to roles like billing coordinators verifying AI-generated superbills. For therapists, it's as simple as a quick approval via mobile app during breaks. Over 90% of users report feeling confident within the first week, with built-in tooltips guiding complex tasks like modifier selection. This patient-centric design keeps admin burdens low, letting your focus stay on care delivery.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.