Practice Pro

The implementation of Practice Pro is a structured, multi-phase process designed to ensure smooth onboarding and system integration for therapy clinics. Here are the key stages and data points:

1. Business Planning & Data Collection

• Clinics must fill out a Business Planning form to provide essential information:
  • Company name, owner details, admin contact info
  • Clinic address, website, phone numbers
  • Number of clinic locations, therapists, PTAs
  • Current EMR and billing software
  • Expected patient volume (e.g., 1,000 visits/month for 2 clinics with 5 therapists)

• This helps Practice Pro tailor the system setup to the clinic’s needs.

2. Billing Configuration

• Clinics specify:
  • Type of organization (e.g., outpatient, inpatient)
  • Billing forms used (CMS-1500 or UB04)
  • Clearinghouse details (name, user ID, password)

• Practice Pro adjusts licensing and account settings based on these inputs.

3. EMR & Documentation Setup

• Customization of:
  • SOAP note templates
  • Flowsheets
  • Goal tracking
  • Evaluation templates

• Clinics can transfer goals between cases and set up documentation libraries.

4. Training & Support

• Admins and therapists receive:
  • Training webinars
  • Access to the Practice Pro Knowledge Base
  • Live support for setup and troubleshooting

• Practice Pro assigns a dedicated onboarding specialist to guide the process.

5. Go-Live & Optimization

• After setup and training, the clinic transitions to live use.

• Practice Pro monitors performance and offers ongoing optimization support.

Typical Timeline

• Small clinics (1–2 locations): ~2–4 weeks
• Mid-size clinics (3–10 locations): ~4–6 weeks

• Large clinics (10+ locations): ~6–12 weeks

• Timeline depends on:
  • Complexity of existing systems
  • Number of users
  • Data migration needs
  • Clearinghouse integration

Practice Pro is highly customizable and designed to adapt to the unique workflows of therapy clinics. Here are the key customization features:

Documentation Customization

• Clinics can modify or create custom SOAP note templates for physical, occupational, speech, and pediatric therapy.
• Includes goal tracking, Medicare reporting, and outcome tests tailored to each clinic’s needs.
• Features like Auto-Snippets allow users to save and reuse frequently used text blocks using keyword triggers.

• Note Forwarding lets therapists roll forward previous notes to streamline documentation.

Template Builder

• Clinics can use the intuitive template builder to create their own documentation formats.

• Templates are compliance-ready and can be branded with the clinic’s logo and formatting preferences.

Reporting & KPI Dashboards

• Dashboards are customizable per department, location, or therapist.

• Clinics can set performance goals and track outcomes based on their own metrics.

Scheduling & Billing

• Appointment scheduling is flexible across multiple disciplines.

• Billing forms and CPT codes can be customized per the clinic’s insurance and payer requirements.

Custom Development Services

• Practice Pro offers custom development for clinics with advanced or unique needs.

Setup Fees

• Clinics may incur onboarding fees depending on the number of locations, users, and data migration needs.

• These fees cover initial configuration, training, and system customization.

Maintenance & Licensing

• Ongoing access is typically billed monthly per user, though exact rates are not disclosed.

• Clinics may pay for additional modules like RCM services, telehealth, or advanced analytics.

Support Charges

• Standard support includes:
  • Access to the Support Hub
  • Email ticketing via [email protected]

  • Knowledge Base articles and release notes

• There is no mention of extra charges for basic support, but priority or premium support may be available at additional cost.

Billing & CPT Code Management

• Clinics manage their own fee lists, CPT codes, and procedure groups.
• These are customizable and may require administrative setup time.

Practice Pro provides a comprehensive onboarding and support system for new users, designed to ensure smooth adoption and long-term success. Key components include:

Onboarding Resources

• Step-by-step setup guides for:
  • Clinic configuration
  • Scheduler setup
  • Billing and payer mix

  • Employee roles and permissions

• Business Planning Forms to tailor the system to each clinic’s structure and needs.

• Documentation setup, including SOAP templates, flowsheets, and goal tracking.

Knowledge Base

• A searchable Knowledge Base with hundreds of articles covering:
  • Troubleshooting
  • Feature usage
  • Compliance

  • Release notes and updates

Training Tools

• Webinars and video tutorials for staff and administrators.
• Role-based training to ensure each user understands their specific tools and permissions.

• Recommended articles based on user activity within the platform.

Support Channels

• Support Hub accessible from within the software.
• Submit tickets directly or via email: [email protected]
• Track past ticket requests and receive updates via email threads.

Practice Pro implements multi-layered security protocols to protect sensitive patient and clinic data. Key measures include:

Role-Based Access Control

• Each employee is assigned a role with specific permissions.
• Admins can fine-tune access to features and reports:
  • View-only vs. edit permissions
  • Billing access restrictions

  • Location-based access

Two-Factor Authentication (2FA)

• Optional 2FA for added login security.

Audit Trails

• Tracks user activity and changes for compliance and accountability.

Application Security Guide

• Detailed documentation on how to configure secure access and permissions.

Privacy Policy Highlights

• No mobile data shared with third parties for marketing.

• Data protection measures in place during submission, access, and storage.

Compliance Tools

• Built-in support for Medicare rules, 8-minute rule, and defensible documentation.
• Helps clinics stay compliant with CMS and payer regulations.

Practice Pro releases frequent and structured software updates, typically every 1–3 months, based on historical release notes. Here's how the update process works:

Update Frequency

• Recent updates include:
  • August 2025 – V4.18.00
  • June 2025 – V4.17.00
  • March 2025 – V4.16.00
  • February 2025 – V4.15.00
  • December 2024 – V4.14.00

• This shows a consistent pattern of quarterly or bi-monthly releases, with occasional monthly updates.

Update Management

• Updates are documented in the Practice Pro Knowledge Base, with detailed release notes for each version.
• New features, enhancements, and bug fixes are listed by module (e.g., Scheduler, Documentation, Patient Portal).
• Clinics are notified of updates via:
  • Support Hub
  • Email alerts
  • In-app notifications

• Updates include AI enhancements, new documentation tools, and patient engagement features.

Release Notes Access

• Users can view all past and current release notes categorized by year and version.
• Each release note includes:
  • Feature descriptions
  • Module changes
  • Configuration instructions

Practice Pro’s Privacy Policy outlines its approach to data ownership and portability:

Data Ownership

• Users retain ownership of their Personally Identifiable Information (PII) and clinical data.
• Practice Pro collects and processes data only with user consent.

• Clinics control their own patient records, billing data, and documentation.

Data Portability

• While not explicitly labeled as “portability,” the policy implies that users can:
  • Export data for business analysis or compliance.
  • Request access or deletion of their data.

  • Transfer data to other systems if needed (e.g., during migration).

Policy Highlights

• Practice Pro does not sell or share data with third parties for marketing.
• Users can opt out of promotional communications.
• Data is used for:
  • Service delivery
  • Compliance
  • Business analytics
• Clinics are responsible for configuring their own security permissions and data access roles.

Practice Pro is designed to be highly scalable, supporting therapy practices from single clinics to enterprise networks with 1000+ locations. Key data points:

Scalability Features

• Modular architecture allows clinics to add or remove features as needed.
• Supports multi-location scheduling, centralized billing, and enterprise-level reporting.
• Clinics can scale up by:
  • Adding new users and locations.
  • Expanding documentation templates and workflows.
  • Integrating additional modules (e.g., RCM services, telehealth).
• Scaling down is possible by:
  • Reducing user licenses.
  • Deactivating unused modules.

  • Adjusting billing plans.

Growth Support

• Practice Pro offers growth readiness assessments to help clinics evaluate their EMR’s ability to support expansion.
• Business insights and support are available for:
  • Startups
  • Multi-location practices
  • Franchise networks

Contract Renewal

• Contracts are typically subscription-based, billed monthly or annually.
• Renewal may be automatic unless canceled within a specified notice period.

• Clinics can adjust billing plans and payment frequencies.

Cancellation Terms

• Cancellation policies are configurable within Billing Plan Management.
• Clinics can set:
  • Recurring billing frequencies
  • Cancellation triggers
  • Refund policies

• Payments taken through recurring plans are marked with the method “Billing Plan,” allowing for tracking and reporting.

Support for Cancellation

• Clinics can submit cancellation or change requests via the Support Hub or email:

Practice Pro is built with compliance automation to meet key healthcare regulations and payer requirements. Highlights include:

HIPAA Compliance

• Protects PHI with:
  • Iron-clad security protocols
  • Secure data centers

  • Role-based access control

Medicare Compliance

• 8-Minute Rule: Automatically manages timed and untimed CPT codes.
• Therapy Cap Tracking: Alerts and auto-application of KX modifiers.

• MIPS Reporting: Practice Pro is a qualified MIPS registry, simplifying performance score tracking.

ICD-10 Integration

• Seamless coding for accurate documentation and billing.

Audit Trails & Rule Engines

• Built-in rule engines enforce payer-specific documentation and billing rules.
• Tracks user activity for accountability and compliance audits.