Normal path
Show the request, required context, configured action, system result, confirmation, and completed state.
For outpatient PT, hand therapy, pediatric PT, and PT/OT combined clinics
AI receptionist for physical therapy — POC scheduling, auth tracking, HEP compliance.
PT lives or dies on visit completion. Patients drop off after visit 4 of 12 plan. Auth runs out mid-care. HEP compliance plummets between visits. Claire books the full POC, tracks auth, runs HEP reminders, and recovers drop-off patients before they ghost.
- Books full Plan of Care (POC) in one call (12-24 visits typical)
- Insurance auth visit tracking + pre-limit alerts
- HEP (home exercise program) compliance reminders, multilingual
- Drop-off prevention: outreach at visit 4-5 if attendance lags
- Workers comp + PI case workflow handled separately
- Therapy-system access evaluated for the required workflow
WebPT / TheraOffice
Auth-limit tracking
HEP compliance
Healthcare contracting reviewed
See Claire on your PT workflow.
30 minutes. Real POC, auth, HEP, and drop-off recovery flows.
PT visit completion is your #1 financial metric
Every plan that doesn't complete loses 50% of the projected revenue.
Authorization windows
Operational pressure
Visit limits and plan-of-care dates affect whether recurring appointments can proceed.
Recurring schedules
Operational pressure
Therapist continuity and multiple future visits create more complexity than a single booking.
New symptom language
Operational pressure
Clinical changes belong with a therapist while administrative changes remain with access staff.
How Claire works in a PT practice
POC-aware. Auth-trained. Drop-off-preventive.
1
Books the full Plan of Care
After eval, Claire books all 12-24 POC visits with the prescribed frequency. Optimizes for patient time-of-day preference + therapist availability.
2
Tracks auth + alerts pre-limit
Updates remaining auth visits per session. At visit 9 of 12, alerts therapist + patient + billing. Submits re-auth request with progress notes attached.
3
Prevents drop-off
If attendance lags at visit 4-5, Claire reaches out. Re-engages. Reschedules. Addresses the friction (timing, transportation, motivation). Reactivates lost patients.
What Claire handles for PT practices
POC scheduling
Books the prescribed 12-24 visits in one call after the eval. Cadence per protocol (3x/week, 2x/week, etc.)
Auth visit tracking
Per-payer auth visit limits tracked. Re-auth submission with progress documentation when needed.
HEP compliance reminders
Configured per patient. Daily/weekly text or call outreach. Multilingual.
Drop-off prevention
Outreach at visit 4-5 if attendance lags. Re-engagement scripts. Reschedule on the call.
Workers comp + PI cases
Separate workflow with adjuster/attorney communication. Authorization-heavy. Progress note delivery to case manager automated.
Discharge + maintenance recall
Discharge education delivered. Maintenance program offered. Annual return-to-care recall.
Healthcare data boundaries, human escalation, and operational review.
Built for the documentation + auth + outcome workflow PT requires.
Healthcare contracting reviewed
PT/OT/SLP scope-aware
security controls reviewed during deployment
Encryption requirements reviewed
Logging and retention configured
Data-use terms confirmed in deployment
Frequently asked questions
Does it integrate with WebPT?
Connection feasibility depends on the customer system, edition, API access, permissions, and implementation scope.
Can it handle Medicare cap tracking?
Yes. Medicare therapy threshold ($2,330 in 2025 for PT/SLP combined) tracked per patient. KX modifier alerts when approaching threshold. Documentation prompts surfaced for therapist review.
How does HEP compliance reminders work?
Configured per patient. Text, call, or both. Daily for high-priority cases, every-other-day for routine. Multilingual. Tracks responses for therapist visibility.
What about workers comp / PI?
Separate workflow with case-manager/attorney communication. Progress note delivery automated. Authorization-heavy with insurance + adjuster handling.
Can it handle hand therapy or pediatric PT specifically?
Yes — sub-specialty awareness for hand therapy, pediatric PT, vestibular, oncology rehab, women's health PT, neuro rehab. Tunable per practice.
What does it cost?
Per therapist seat + visit volume tier. Most PT practices replace 1-2 front-desk + auth FTEs. Quote within 24h.
See Claire prevent drop-off and run auth.
30-minute demo on your real PT workflow.
Built around the people doing the work
What physical therapy practice administrators and access teams should verify.
Patients rarely use routing categories. They describe evaluation scheduling, referral or authorization status, recurring visits, home-exercise questions, or attendance changes. Claire can collect the administrative facts, identify the correct patient where authorized, follow configured scheduling or information rules, and prepare the request for the therapist, front-desk coordinator, authorization specialist, and patient.
The workflow must distinguish administrative coordination from clinical judgment. Diagnosis, treatment, clinical triage, prescribing, interpretation of results, and emergency guidance remain with qualified people and approved clinical systems.
A physical therapy deployment should test visit limits, plan-of-care dates, recurring appointments, no-shows, and new symptom escalation. It should also test duplicate records, unavailable appointments, failed messages, inaccessible systems, and the point where a staff member takes over with the conversation and attempted actions already visible.
Exception path
Show missing information, conflicting records, unavailable systems, policy boundaries, failed actions, and the named owner.
Human path
Keep approval, judgment, safety, relationship risk, and unresolved ambiguity with the accountable person.
Recurring-care scheduling creates its own exception patterns: authorization periods, visit limits, therapist continuity, plan-of-care dates, transportation, and multiple future appointments. Claire can coordinate configured administrative steps, but a therapist owns changes to clinical frequency, exercise guidance, precautions, and response to new symptoms.