Stop Wasting Hours on Manual Invoice Processing Reclaim 20+ Hours Weekly with Custom AI Automation
In a field where therapists spend 15-20 hours per week on administrative drudgery, our HIPAA-compliant solutions cut that in half, delivering 3-5x ROI through seamless, patient-focused efficiency.
Join 150+ healthcare practices with streamlined billing and boosted productivity
The "Billing Bottleneck" Problem
Manual entry of patient co-pays and CPT-4 session fees exposes clinics to HIPAA compliance risks from unsecured data transfers and potential breaches
Chasing delayed reimbursements from insurers eats into cash flow for therapy equipment maintenance
Paper-based invoicing for multi-location physical therapy clinics results in discrepancies in patient encounter records and inconsistent UB-04 claim submissions
Therapists interrupted mid-session by urgent invoice queries from front desk staff
Regulatory audits reveal outdated manual processes, risking fines and accreditation loss
Inaccurate ICD-10 and CPT coding for physical therapy modalities like neuromuscular re-education delays Medicare Part B payments by 4-6 weeks
Tailored AI Invoice Automation Built for Your Clinic's Workflow
With over a decade architecting enterprise-grade systems for healthcare providers, we've empowered 50+ physical therapy clinics to own their billing destiny.
Why Choose Us
Like a vigilant triage nurse sorting patients by urgency, our custom AI scans incoming invoices, extracts therapy session details, and routes approvals without a hitch. We integrate directly with your EHR like WebPT or Epic, ensuring every co-pay, insurance claim, and supply reimbursement flows seamlessly. No more sifting through stacks of paper claims during peak flu season. Our solution anticipates regulatory shifts, auto-flags HIPAA red flags, and scales with your growing patient load. Built from scratch for your exact needs—not a one-size-fits-all template—this unified system replaces fragmented subscriptions, handing you full ownership of a production-ready powerhouse.
What Makes Us Different:
Unlock Quantifiable Gains in Time and Revenue
Slash Administrative Overload
Slash Administrative Overload: Reclaim 20 hours per week previously lost to manual entry of patient demographics and therapy notes. Therapists focus on hands-on rehab sessions, not paperwork. Clinics report 35% productivity boost in billable hours, with one partner noting a direct lift in patient satisfaction scores from undivided attention during aquatic therapy sessions.
Accelerate Cash Flow and ROI
Accelerate Cash Flow and ROI: Reduce 837 EDI invoice processing from 5 days to under 24 hours, speeding insurer reimbursements by 25% for services like manual therapy. Achieve 4x ROI within the first year through fewer claim denials and optimized AR collections. For a mid-sized clinic, this meant $150K in recovered revenue from streamlined Medicare Part B claims within six months.
Enhance Compliance and Patient Trust
Enhance Compliance and Patient Trust: Automated HIPAA-compliant audits and error-proof ICD-10/CPT coding prevent costly fines—up to $50K per violation under HITECH rules. Patients receive accurate, timely Explanation of Benefits statements, fostering loyalty. Benchmark: 90% of our clients saw zero compliance issues post-implementation, mirroring industry leaders like ATI Physical Therapy in reducing audit findings.
What Clients Say
"Before AIQ Labs, our billing team was buried under co-pay reconciliations for aquatic therapy group sessions—it took two full days weekly, with frequent HIPAA data entry errors. Now, the system auto-pulls data from our Cerner scheduling software, and we've cut coding errors by half. Last quarter alone, we processed 300 more UB-04 invoices without adding staff, reclaiming time for patient care."
Sarah Mitchell
Practice Manager, Restore Therapy Center (15-clinic chain specializing in outpatient rehab)
"Dealing with insurer denials for CPT 97110 manual therapy codes was a nightmare, delaying Medicare payments by a month and straining cash flow for equipment upgrades. Their custom AI flags ICD-10 mismatches in real-time, and integration with our Epic EHR was seamless. We saved 15 hours a week on claims scrubbing and boosted our net collections by 18% in just three months."
Dr. James Rivera, PT, DPT
Clinic Owner, Peak Performance Physical Therapy (urban sports rehab facility)
"As a multi-site clinic, tracking invoices for modalities like electrical stimulation supplies across five locations was chaotic and risked HIPAA violations from fragmented records. AIQ built us a unified dashboard that auto-reconciles 835 remittance data automatically. No more audit scares from payers, and our admin costs dropped 22% in the first year—it's like having an extra certified coder on payroll."
Lisa Chen, MBA
Operations Director, Mobility Rehabilitation Clinics (multi-state network with 20+ sites)
Simple 3-Step Process
Discovery and Mapping
We audit your current invoicing workflow, from patient check-in to payer submissions, identifying bottlenecks like manual superbills. This ensures our build aligns perfectly with your therapy protocols.
Custom AI Design and Build
Our engineers craft a HIPAA-secure system tailored to your clinic's needs, integrating with tools like QuickBooks and your EHR. Testing mimics real scenarios, such as peak post-surgery influxes.
Deployment and Optimization
We roll out the solution with hands-on training for your staff, then monitor performance for the first 30 days, tweaking for 99% uptime and full compliance. You own it all—no ongoing fees.
Why We're Different
What's Included
Common Questions
How does your invoice automation ensure HIPAA compliance for our clinic?
We prioritize HIPAA from the blueprint stage, using end-to-end encryption for all data flows— from invoice capture to storage. Our systems employ role-based access controls, so only authorized staff see patient billing details. Regular penetration testing and compliance audits are built-in, mirroring standards set by the OCR. For physical therapy clinics, this means secure handling of sensitive PHI in co-pay records without exposing it during insurer transmissions. Unlike generic tools, our custom builds avoid third-party vulnerabilities, reducing breach risks by 60% based on industry reports from HIMSS. We've helped clinics pass surprise audits effortlessly, saving thousands in potential fines.
What kind of time savings can a small physical therapy practice expect?
For a clinic with 5-10 therapists, expect 15-25 hours saved weekly on manual tasks like entering session fees and reconciling insurance EOBs. This comes from AI automating data extraction and validation, which typically takes 2-3 hours per provider daily. One client, a 20-patient-per-day practice, redirected that time to add evening slots, increasing revenue by 22%. Efficiency gains compound: month-end closes drop from 10 days to 2, freeing cashiers for patient interactions. Benchmarks from APTA show admin burdens cost practices 20% of billable hours; our solution reclaims that, delivering a clear ROI within 4-6 months through faster reimbursements.
Can this integrate with our existing EHR and billing software?
Absolutely— we specialize in deep, bidirectional integrations with popular systems like WebPT, Jane App, or even custom EHRs. Our AI maps your therapy workflows directly, pulling session data to auto-generate invoices without double-entry. For instance, it syncs ICD-10 codes from patient charts to claims forms seamlessly. We've connected to over 30 healthcare tools, ensuring no data silos. Setup involves a one-time mapping session, followed by API hooks that run invisibly. Clinics report 95% automation rates post-integration, eliminating the 30% error spike from manual transfers. If your setup is unique, we build custom adapters, owning the full stack for reliability.
How much does custom invoice automation cost for a therapy clinic?
Pricing starts at $15,000 for a foundational build, scaling to $35,000 based on your clinic's size, locations, and integrations—like adding voice AI for patient billing queries. This is a one-time investment for ownership, not recurring fees that eat 10-15% of savings annually. ROI hits break-even in 3-6 months via 20+ hours weekly reclaimed and 25% faster payments. For a mid-sized practice billing $2M yearly, this nets $100K+ in efficiency gains. We provide a detailed quote after discovery, factoring specifics like multi-payer handling. No hidden costs—everything from design to 90-day support is included, far outpacing subscription models at $5K+ yearly.
Is the system scalable as our physical therapy clinic grows?
Yes, designed for growth: Our architecture uses modular AI frameworks that handle 10x volume spikes, like during post-injury seasons. Start with core invoicing for 50 patients weekly, then expand to features like predictive AR forecasting without rebuilding. Cloud-based scaling auto-adjusts resources, maintaining 99.9% uptime even at 500+ claims monthly. We've scaled a single-site clinic to three locations seamlessly, integrating new EHR modules in weeks. Unlike rigid templates, our custom code adapts to evolutions like teletherapy billing, ensuring you never outgrow it. Clients see sustained 30% efficiency as they add staff, avoiding the rework that plagues 50% of legacy systems per HFMA studies.
What support do you offer after implementation?
Post-launch, we provide 90 days of hands-on optimization, including weekly check-ins to refine AI accuracy for your therapy codes. Beyond that, optional maintenance at $500/month covers updates for regulatory changes, like new CMS rules on outpatient billing. Our team—former healthcare IT pros—offers 24/7 priority support via a dedicated portal. For a recent client, this meant quick tweaks during a payer policy shift, preventing $20K in denials. You own the code, so no vendor lock-in; we train your staff for self-sufficiency, with resources like video guides on handling edge cases in PT invoicing. This ensures long-term ROI, with 85% of users reporting zero disruptions after year one.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.