PtEverywhere
By Inovaetion Inc. DBA PtEverywhere
PtEverywhere typical implementation process:
Initial onboarding consultation: PtEverywhere provides a kickoff meeting to review clinic needs, gather implementation goals, and outline the onboarding plan.
Data migration: Existing patient data, documents, and appointments are imported and mapped into the new system, with support for customized templates and historical records.
Account and user setup: Staff and provider accounts are created, permissions assigned, and workflows tailored to clinic operations—including scheduling, billing, and documentation preferences.
Platform training: Targeted live or on-demand training is delivered for clinicians, front-office staff, and administrators, covering charting, billing, patient portal use, and HEP tools.
Digital intake and patient onboarding: Patients complete online intake packets, provide electronic consents, and set up access to the patient portal for communication and telehealth.
Insurance and billing configuration: Integration with clearinghouses, payment processors, and insurance workflows is implemented to support claims, superbills, and automated invoicing.
System testing: Clinic staff test scheduling, documentation, and billing workflows to ensure a smooth go-live, with PtEverywhere support available for issue resolution.
PtEverywhere can be extensively customized to fit specific business needs, offering flexibility across documentation, workflows, billing, patient engagement, and practice management. Key data points include:
Customizable document templates: Practices can create, edit, and personalize SOAP note, evaluation, progress, and discharge templates to match their unique workflows and branding, including the use of smart phrases and auto-populated fields.
Flexible billing models and payment plans: Supports a variety of revenue streams—cash-based, hybrid, or insurance—with features for memberships, packages, personalized payment plans, and out-of-network/balance billing configurations.
Tailored scheduling and staff roles: Shared schedulers, role-based access controls, and provider– or location–specific dashboards enable alignment across solo, multi-site, or multidisciplinary clinics.
Personalized home exercise programs (HEP): Therapists can build custom HEPs using a video library, upload their own instructional media, and assign individualized routines to patients through the portal.
Branded and custom forms: Intake forms, consent documents, and patient registration packets are fully customizable to collect required information and reflect the clinic’s workflow.
Configurable reminders and messaging: Automated notifications, email/SMS reminders, and secure portal messaging can be scheduled and branded per practice preferences.
Custom reports and analytics dashboards: Practices can generate reports and dashboards tailored to performance metrics, compliance requirements, or financial goals.
Open API for workflow integration: Enables clinics to extend PtEverywhere’s functionality with third-party tools and tailored workflow automation via robust API endpoints.
Multi-location, multi-practitioner support: Adaptable to growth, supporting both single providers and expanding multi-clinic organizations with custom roles, workflows, and permissioning.
PtEverywhere’s pricing model is transparent and generally minimizes additional costs, with most users reporting no setup fees, no maintenance charges, and world-class support included as part of the monthly subscription. However, there are some specific data points to consider:
Monthly Subscription Fee: Plans start at $89 per month (or $3/day) for the Basic plan; custom pricing applies to larger clinics or groups.
No Setup Fees: PtEverywhere clearly states "no hidden fees" and "no contract," meaning clinics can cancel anytime without penalty and do not incur separate onboarding or activation costs.
Maintenance Charges: System maintenance and regular updates are included in the subscription fee; no additional maintenance costs are identified in the documentation or major reviews.
Support Charges: All plans include unlimited user accounts and "world-class support" at no extra charge; support is provided via email, phone, knowledge base, and helpdesk.
Optional Add-ons: Clinics may pay extra for optional features such as electronic faxing (typically $8/month), custom integrations, or premium data migration, though core implementation, training, and ongoing support are included.
Membership/Package Billing: There are no membership or package management fees, but clinics can structure patient billing with memberships, packages, or pay-as-you-go (all supported natively).
PtEverywhere provides a training and support infrastructure for new users, focusing on onboarding, ongoing training, and responsive customer assistance. New clients receive guided setup help and access to resources aimed at ensuring practices can smoothly implement and effectively utilize the platform.
PtEverywhere offers personalized onboarding support, including data migration assistance for importing patients, encounters, and documents from existing EMR systems.
The onboarding team works directly with new clients to help load real caseload data into a sandbox environment, providing live demonstrations of core features such as scheduling, charting, billing, and telehealth.
The platform provides ongoing training opportunities, including access to a Help Center with FAQs, troubleshooting guides, and instructions for common tasks.
Comprehensive documentation, video tutorials, and step-by-step guides are made available to assist users in mastering the software’s features.
Users can also request additional training sessions as their team expands or their workflow evolves.
PtEverywhere has a dedicated support team available to help with technical, payment, or account-related issues.
Support is accessible through multiple channels, including a ticket system, email, and phone, and users can expect prompt responses to their inquiries.
The company emphasizes a partnership approach, working closely with clinics to answer questions, resolve issues, and incorporate user feedback into platform improvements.
Regular updates and new features are accompanied by updated documentation and user notices.
PtEverywhere implements a robust set of security measures to protect sensitive data, especially patient health information. The platform is designed with industry-standard protections to ensure compliance, confidentiality, and security at every stage of data use and storage.
Encryption: All data, both in transit and at rest, is encrypted using industry-standard protocols. This prevents unauthorized access to health records and other sensitive information.
HIPAA Compliance: PtEverywhere is fully HIPAA-compliant, meaning it adheres to the strict security and privacy regulations required for handling protected health information in the US healthcare industry.
Access Controls: The platform features granular access controls, allowing restriction of data access based on user roles. Multi-factor authentication (including two-factor authentication) is enabled, and automatic log-offs help prevent unauthorized access via unattended devices.
Secure Cloud Storage: All data is securely stored in the cloud, using infrastructure like AWS (Amazon Web Services), which is designed for HIPAA-compliant operations, provides automatic backups, and is protected against physical theft or damage.
Firewall and Network Protections: Firewalls and other network security systems are employed to block unauthorized access attempts and detect suspicious activities.
Regular Security Updates: PtEverywhere routinely updates its software to address emerging security vulnerabilities, ensuring that the system is protected against the latest threats.
Audit Logging: All data access and transmissions are logged (via systems like AWS CloudWatch), providing traceability and intrusion detection for sensitive operations.
Staff Training: Onboarding for new clients includes staff education on data security and compliance features, reducing operational risks from user error.
PtEverywhere meets key industry compliance standards (notably HIPAA) and takes active measures to keep its security protocols up to date in response to new threats.
PtEverywhere releases updates frequently—these can include both minor improvements and major feature upgrades. Updates are managed through cloud deployment, ensuring users always have access to the latest version with minimal manual intervention.
Updates are pushed out regularly to address feature enhancements, security improvements, and bug fixes.
When a new update is available, users logging in via the web may see a prompt such as “New version available...Reload Now,” which refreshes the application to the most current version.
For web users, simply refreshing the browser (CTRL+F5) will apply the latest version.
Mobile app updates are managed through the Apple App Store or Google Play Store, where users can manually update, or enable automatic updates for seamless transitions.
PtEverywhere communicates update availability directly through the user interface, minimizing downtime and confusion.
The platform provides instructions in its Help Center for updating across devices and operating systems.
PtEverywhere’s policy supports user data ownership and practical data portability, enabling clinics and practitioners to retain control over patient information and to export key data sets upon request.
Clinics and users maintain ownership of the data entered into PtEverywhere, including patient demographics, charts, documents, and financial records.
PtEverywhere does not sell client or patient data without explicit written permission from the practice or data owner.
Personal and patient information collected is used strictly for operational, legal, and business needs specified by the user agreement and privacy policy.
Data is stored securely in a HIPAA-compliant environment, protecting clinics’ and patients’ interests at all times.
Users can export core data such as patient lists (via Reports > Demographics Report > Export to CSV), chart notes (via Batch Download from the Charting tab), and individual files/documents from each patient’s Documents area.
Payment and billing records can be downloaded in batches from the Payments tab.
PtEverywhere offers a paid data migration service (historically for a fixed fee) to assist with compiling and exporting all clinic-held digital records when moving to another system.
Patient portal features allow direct access, download, and printing of personal documents, superbills, and related information, supporting patient-centered data access and portability.
Upon account cancellation, users are strongly encouraged to export all needed data before their access is removed, aligning with their rights to portability.
Exports are usually provided in machine-readable formats such as CSV, facilitating transfers to other healthcare platforms.
PtEverywhere’s contract renewal and cancellation terms are structured to provide flexibility but enforce specific policies regarding fees, notice, service access, and refunds.
Automatic Renewal: Subscription fees are charged for the initial and each renewal term—the system automatically renews unless canceled. Users must maintain valid payment information for continual access.
Fee Changes: Any changes in fees will be communicated in advance through the registered account email.
Paid in Advance: Fees are based on the service tier selected, not actual usage, and must be paid in advance for the renewal period.
User-Initiated Cancellation: Accounts can be canceled at any time by the user, but all paid fees are strictly non-refundable.
How to Cancel: If a user disagrees with future changes in terms or fees, the account should be canceled before changes take effect to avoid continued charges. A pro-rated refund may apply only if PtEverywhere changes terms and the user cancels before the new terms take effect.
Export Data: Upon account cancellation, customers are encouraged to export their materials/data from the platform before losing access.
Notice and Reason: PtEverywhere reserves the right to suspend or terminate access—with notice—if the user breaches terms or poses a risk of harm/loss to the platform or other users. Users are given a chance to remedy breaches before final termination, except in cases of material breach or legal requirements.
Immediate Termination: In cases of material breach, legal risk, or when prohibited by law, PtEverywhere can terminate without prior notice.
Service Discontinuation: If the company discontinues the entire service, users will get reasonable notice and, if paid in advance, a proportionate refund for any unused term.
Policy Changes: Updates to the terms are communicated ahead of implementation. Non-agreement requires timely cancellation for a pro-rated refund. Continued use after changes constitutes acceptance.
PtEverywhere software meets the HIPAA compliance standard, ensuring the protection and secure management of sensitive patient health information across its EMR and practice management capabilities.
PtEverywhere is explicitly designed to adhere to HIPAA requirements, covering the Privacy Rule (controls over patient health information use and access), Security Rule (safeguards for data protection, including encryption and secure passwords), and Breach Notification Rule (mandating patient and authority notifications in the event of a breach).
The platform utilizes layered security measures, including granular access controls, multi-factor authentication, automatic log-offs, real-time alerts, and secure, encrypted data storage.
PtEverywhere supports HIPAA-compliant operations for both in-person and telehealth workflows, including billing and documentation.
Information transmission is encrypted both during storage and while being sent from/to the platform, utilizing secure AWS infrastructure that is itself HIPAA-ready.
Continuous updates and ongoing staff training are incorporated to keep users informed of changing HIPAA guidelines and best practices.
PtEverywhere provides resources, support, and real-time audits to help practices remain compliant as regulations evolve.
PtEverywhere ensures data management and billing align with broad industry compliance expectations for healthcare and physical therapy practices.
