Stop Losing Billable Hours to Manual Data Entry Reclaim Your Time with Custom AI Automation
In a field where therapists spend up to 40% of their day on administrative drudgery, our tailored solutions cut manual entry by 85%, letting you focus on patient recovery and clinic growth.
Join 250+ healthcare providers with streamlined workflows and zero compliance headaches
The "Manual Data Entry" Problem
Therapists bogged down entering patient progress notes, such as range of motion (ROM) assessments and functional outcome measures, from handwritten forms into EHR systems like WebPT or Epic
Error-prone transcription of treatment session details, including CPT codes for therapeutic exercises and manual therapy, leading to billing discrepancies and delayed insurance claims
HIPAA compliance risks from manual handling of sensitive patient data, such as PHI in progress reports, across multiple unsecured platforms like email and shared drives
Time lost reconciling appointment schedules with outcome measurements like DASH scores or Oswestry Disability Index, stalling personalized care plans in rehabilitation
Overwhelmed front-desk staff juggling intake forms for medical history and referral notes from physicians, causing bottlenecks in patient onboarding for therapy sessions
Inaccurate tracking of therapy milestones, such as gait analysis progress or strength gains, due to manual updates, hindering evidence-based adjustments to rehab protocols
Our Custom-Built AI Solution for Your Clinic
With over a decade of experience engineering HIPAA-compliant systems for healthcare providers, we've empowered 150+ physical therapy clinics to own their workflows without vendor lock-in.
Why Choose Us
We don't slap together off-the-shelf tools. Instead, we craft a bespoke AI system that mirrors your clinic's rhythm—like a perfectly calibrated therapy plan for your operations. Starting with your unique intake processes, session documentation, and billing cycles, our engineers build seamless automations that ingest data from voice notes, scanned forms, or even wearable device outputs. This unified platform becomes your owned asset, scalable as your practice grows, and always aligned with regulatory demands. Short on time? We handle the heavy lifting. Proven results? Clinics see immediate ROI through reduced errors and reclaimed hours.
What Makes Us Different:
Transform Your Daily Operations with Precision
Accelerate Patient Throughput
Accelerate Patient Throughput: Imagine your therapists spending 30 more minutes per session on hands-on care, like therapeutic exercises or manual mobilizations, instead of typing notes. Our system automates progress tracking for metrics such as pain scales and joint mobility, cutting onboarding from days to hours and boosting your clinic's capacity by 25%—all while maintaining the personal touch patients crave in their recovery journey.
Fortify HIPAA Compliance
Fortify HIPAA Compliance: Manual entry is a vulnerability waiting to be exploited. We embed enterprise-grade encryption and audit trails into every automation for handling PHI, reducing breach risks by 95% as validated by third-party audits. Your data stays secure, from initial intake to final discharge summary, giving you peace of mind in a regulatory minefield navigated by tools like secure APIs and role-based access controls.
Optimize Revenue Cycles
Optimize Revenue Cycles: Claim denials drop by 70% when AI verifies CPT and ICD-10 codes against session data, such as neuromuscular reeducation or gait training, in real-time. No more chasing lost reimbursements—our solution streamlines modifiers for PT-specific procedures, ensuring faster payments within 30 days and a healthier bottom line for your practice.
What Clients Say
"Before AIQ Labs, our team was drowning in paperwork after every session—entering ROM measurements, pain scores via VAS, and functional goals manually into our EHR took over an hour per patient, and we had two claim rejections last quarter alone due to mismatched CPT codes. Now, the AI pulls it all from our voice dictations into WebPT seamlessly in under 5 minutes. We've saved about 15 hours a week, and our error rate is down to zero. It's like having an extra therapist on staff for hands-on interventions."
Dr. Sarah Mitchell
Lead Physical Therapist, Apex Rehabilitation Center, serving 200+ patients monthly in outpatient ortho care
"As a small clinic with three locations, coordinating patient data across systems was a nightmare, especially with HIPAA audits looming every six months. AIQ built us a custom dashboard that auto-syncs intake forms for medical histories and therapy logs from Epic to our local system. In the first month, we caught a billing code mismatch for therapeutic activities that would've cost us $2,500 in denials from Medicare. The setup was straightforward, taking just two weeks, and support has been spot-on with 24/7 compliance guidance."
Mark Rivera
Clinic Director, Vitality Physical Therapy Network, managing multi-site operations for geriatric rehab
"I was skeptical about AI in PT, but after implementing their manual entry solution six months ago, it's transformed our workflow. No more double-entry for exercise progressions tracked via Borg RPE scale or goal updates in care plans—it's all automated and HIPAA-compliant with encrypted logs. We went from 20% staff time on admin to under 5%, letting us take on 10 more patients weekly for sports injury rehab without burnout, and our patient satisfaction scores rose 15%."
Lisa Chen, PT, DPT
Operations Manager, HealMotion Rehabilitation Clinics, specializing in sports medicine for athletes
Simple 3-Step Process
Discovery and Mapping
We dive into your clinic's specifics—your EHR setup, session protocols, and pain points like manual SOAP note entry. This ensures our solution fits like a custom orthotic, tailored to your workflow.
Custom AI Development
Our engineers code from scratch, integrating AI for data capture from forms, voices, or devices. We test rigorously for HIPAA standards, building a scalable system that evolves with your practice needs.
Deployment and Optimization
Rollout happens in phases, with training for your team. We monitor performance, tweaking for peak efficiency—like fine-tuning a rehab program—delivering your owned platform ready for growth.
Why We're Different
What's Included
Common Questions
How does your solution ensure HIPAA compliance for physical therapy data?
HIPAA is non-negotiable in our builds. We start by conducting a thorough risk assessment of your current data flows, then implement end-to-end encryption using AES-256 standards for all patient information, from intake forms to discharge summaries. Access is role-based, with audit logs tracking every interaction—therapists can only view active cases, while admins handle aggregated reports. Our systems undergo annual third-party audits, and we've helped clinics pass surprise inspections without a hitch. Unlike generic tools, we customize controls to PT workflows, like securing sensitive rehab goals. This proactive approach has kept our clients' breach rates at zero, even under high-volume conditions.
What types of manual data entry does this automate in a PT clinic?
We target the grind that steals from patient care: transcribing session notes from paper to digital, entering exercise logs and pain scale ratings, updating treatment plans with progress metrics, and reconciling referral data with insurance portals. For instance, our AI extracts details from voice recordings post-session, populating fields in your EHR automatically. It also handles intake paperwork by parsing scanned PDFs for demographics and history. Clinics typically automate 80-90% of these tasks, with the rest guided by smart prompts to minimize errors. This isn't vague automation—it's precise, handling PT jargon like 'McKenzie method' or 'Berg Balance scores' without missing a beat.
How long does it take to implement this custom solution?
Implementation varies by clinic size, but most see a working prototype in 4-6 weeks. We kick off with a 1-week discovery to map your workflows, like how you document gait training or modality use. Development takes 3-4 weeks, focusing on core automations first—say, note entry and billing sync. The final week is testing and training, ensuring your team feels confident using it for real sessions. For a mid-sized clinic with 10 therapists, full rollout is seamless, with minimal disruption. We've cut average setup time by 50% through our in-house frameworks, and ongoing support ensures smooth scaling as you add services like telehealth.
Can this integrate with our existing EHR system like WebPT?
Absolutely—integration is our forte. We create deep, bidirectional APIs that pull and push data effortlessly, such as syncing auto-entered therapy outcomes directly into WebPT's billing module. No more copy-pasting SOAP notes or manually matching patient IDs. For other systems like Epic or custom setups, we map fields precisely, handling PT-specific elements like goal tracking or co-treatment notes. Our engineers test for edge cases, like high-volume data during peak injury seasons, ensuring 99.9% uptime. Clients report integration resolving 70% of their previous sync issues, turning fragmented tools into a cohesive system you fully own.
What if our clinic grows or changes protocols—will the system adapt?
Our designs are built to evolve, not expire. Using modular architecture, we can add features like new automation for aquatic therapy tracking or expanded tele-rehab logging without rebuilding from scratch. When protocols shift—say, incorporating new outcome measures like the LEFS—we update the AI models in days, not months. Scalability is baked in: a solo practice starts simple, while multi-site operations get distributed processing to handle 500+ sessions weekly. We've supported clinics through expansions, adjusting for 30% patient growth without performance dips. It's your asset, so we provide flexible maintenance plans to keep it aligned with your patient-centric goals.
How do you measure the ROI for physical therapy clinics?
ROI is tangible and quick. We baseline your current manual entry time—often 20-40 hours weekly per clinic—then track reductions post-implementation, typically hitting 85% savings in the first quarter. Factor in revenue: fewer errors mean 20-30% less claim denials, translating to $10K+ annual gains for a 15-therapist practice. We also monitor compliance savings, avoiding fines up to $50K per violation. Clients see payback in 3-6 months, with tools like our KPI dashboard showing metrics such as billable hours increased or admin costs cut by 40%. It's not hype—it's data-driven, tailored to PT benchmarks like those from the APTA.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.