Physical Therapy Billing Software
Physical therapy billing software built for prior authorization, visit limits, and CPT modifiers.
Authorizations arrive by fax, phone, and three different portals. Units run out mid-plan-of-care. One wrong modifier turns a clean visit into a denial. Ona handles all three on the same patient record — the one that already answered the phone, booked the visit, recorded it, and wrote the note.
30-minute walkthrough · No obligation · HIPAA compliant
- Authorization documents scanned on arrival — visit limits pulled out automatically
- Unit burn-down forecast from your schedule, before the plan of care expires
- Deterministic payer rules on every claim — if-then logic, not an AI guess
- Replaces the EHR, RCM, AI scribe, and phone platform — 14 vendors on one bill
14-day free trial available. No credit card required.
Marcus Bell
Physical therapy · Post-op knee · Visit 4 of 12
Eligibility verified
EligibleBCBS PPO · verified Mar 3
Note signed
SignedSigned Mar 3 · 5:41 PM
Claim submitted
SubmittedClaim #PT-40218 · $214.00
Payment received
PaidPosted Mar 21 · $214.00
If a claim comes back denied
Same patient, same visit, same documentation — nothing to rebuild.
One patient record. One billing workflow. No manual reconstruction.
Built by a team and advised by experts from
The real PT billing problem
Your billing team is fixing problems created earlier in the workflow.
PT carries more insurance bureaucracy per dollar than almost any other specialty. Authorization comes in through three channels, visit limits live in a PDF, and a single wrong CPT modifier can quietly cost a practice 15–20% of its revenue.
By the time the claim reaches your biller, the problem already happened — two weeks ago, in a different system.
One authorization · seven places to look
Fax inbox
Authorization arrives as a PDF
Payer portal
Visit limits live here
Phone
Extension requested by call
Spreadsheet
Visits counted by hand
PT EHR
Chart lives here
AI scribe
Copy and paste
Billing platform
Modifiers keyed again
What Ona replaces
Ona replaces your entire stack — from the EHR to RCM, the scribe and the phone platform.
Billing is the last step of a workflow that starts when the phone rings. Every line below is a subscription a PT practice usually pays for separately, with its own login, its own bill, and its own copy of the patient.
Phone platform
Weave · RingCentral
$58/mo
Calls and an AI receptionist, built in
Patient texting
Klara
$39/mo
Two-way SMS on the patient's thread
Shared inbox
Google Workspace
$22/mo
Email, chat and internal notes in one thread
Scheduling
Calendly · Acuity
$34/mo
Online booking on the live calendar
Intake forms
JotForm · Typeform
$39/mo
Forms that write into the chart
Consents
DocuSign
$25/mo
Digital, audit-ready consents
EHR
WebPT · Prompt
$178/mo
One longitudinal chart, your PT templates
AI scribe
Heidi · Freed
$99/mo
Notes drafted in the AI-first EHR
Telehealth
Zoom Workplace · Doxy.me
$35/mo
Encrypted video inside the chart
Authorization tracking
Google Sheets
staff time
Limits read off the document, onto the record
Eligibility
Availity
$45/mo
Real-time eligibility before the visit
RCM and claims
Office Ally · Waystar
$149/mo
Claims and denials in one queue
Payments
Square · Stripe
$29/mo
Cards, HSA/FSA and text-to-pay
Team task board
Trello · Asana
$30/mo
A team kanban board, next to the charts
14 subscriptions, 14 logins
$782/mo
One platform, one login, one bill
$305/mo
61% less every month. $477 back on the software bill, or $5,724 a year, before counting the administrative time.
Typical US list prices for a two-practitioner practice. Illustrative estimate, not a quote — your own stack is the number that matters.
The full workflow, end to end
From the first phone call to the paid claim, Ona takes over the whole thing.
The patient calls, books, completes intake, is verified, is seen, is documented, is messaged, is billed and pays. Eight stages that normally span a dozen vendors, running on one patient record.
- 01
First contact
The call is answered before the front desk opens.
A post-op referral calls at 7:40 AM. The AI receptionist answers, books against your live calendar, and writes structured intake into the chart before the call ends.
AI receptionistOnline schedulingLeads - 02
Before the visit
Intake, consents, coverage and authorization land on the record.
Forms collect history and functional measures, eligibility returns copay and deductible, and authorization documents are read on arrival so approved visit limits sit on the chart.
Forms & interviewsConsentsEligibilityAuthorization - 03
The visit
In the clinic or on encrypted video — inside the chart.
Telehealth opens on the patient record. The scribe records the eval or treatment visit behind a consent banner, or takes uploaded audio, and separates therapist and patient turns.
TelehealthAmbient scribeTranscription - 04
The note
The AI-first EHR drafts the note in your template.
The draft is written against your own PT template, with placeholders pulling patient and visit data. Edit inline, then sign — and the claim is built from that signed note.
AI note draftingAutomated chartingEdit before sign - 05
Plan of care
Units burn down where everyone can see them.
Authorized, used and remaining visits stay on the record, with the burn-down projected from appointments already booked, so an extension is filed before the plan expires.
Visit limitsBurn-down forecastScheduling - 06
Between visits
Every channel, one thread, on the chart.
Calls, SMS, email, portal messages and website chat land in one conversation per patient. Internal notes and @mentions sit in the same thread and never reach the patient.
Omnichannel inboxSMSCallsEmail & chat - 07
Billing
The charge posts the moment the note is signed.
Claims are generated from the signed chart and checked against deterministic payer rules before submission, then tracked to accepted or denied.
BillingClaims engineClearinghouse - 08
Getting paid
Denials open on the visit that caused them.
Cards, HSA/FSA, Apple Pay, text-to-pay and auto-charged payment plans. Denials return to a queue with the payer's reason attached, the chart and eligibility still in place.
PaymentsDenial queueReports
Eight stages, one patient record, one login. Nothing is re-typed between them, because there is nowhere else to type it.
One connected workflow
Fix the workflow before it becomes a billing problem.
Zoom in on the billing half of those stages. Ona connects the information your billing team needs before, during, and after the visit. Instead of reconstructing the encounter across several platforms, the team works from one connected patient record.
Schedule
ScheduledVerify eligibility
EligibleRead authorization
ApprovedTrack visit units
12 of 24Draft note
DocumentedReview and sign
SignedGenerate claim
Claim readySubmit
SubmittedResolve denial
ResubmittedTrack payment
Paid
Everything the billing team needs stays connected to the original patient and visit.
What changes with Ona
The four places a PT claim breaks.
Prior authorization
Get authorization out of the fax machine.
Ona scans the authorization documents as they arrive — fax, portal, or upload — pulls out the approved visit limits and procedures, and routes only the exceptions to one panel your team actually watches.
- Visit limits and approved procedures read straight off the document
- Fax, phone, and portal all land in the same queue
- Only the exceptions need a human — the rest files itself
Marcus Bell · BCBS PPO
Received by fax · read automatically
- Authorized visits
- 24
- Approved procedures
- 97110, 97140, 97530
- Valid through
- Jun 30, 2026
- Copay
- $40
Procedure 97535 not on the approval — sent to review
Limits and procedures are read off the document. Only the exception needs a person.
Visit limits
Know you are running out of visits before you run out.
Ona forecasts unit consumption from the appointments already on the schedule and flags the plan of care while there is still time to file an extension — instead of after the cap is hit.
- Authorized, used, and remaining visits on the patient record
- Burn-down projected from the visits already booked
- Extension flagged before the plan of care expires, not after
Marcus Bell · plan of care #4412
Expires Jun 30, 2026
Projected to hit the cap on May 28 — 33 days before the plan of care expires.
Flagged now so the extension request goes out while the current approval still covers care.
Claims engine
Rules, not guesses, on every claim.
The claim is checked against deterministic if-then rules configured per payer type against a global payer database. No language model deciding your modifiers — the same input always produces the same claim.
- Payer-specific rules, not a model's best guess
- The check runs before submission, not after the denial
- Built from the signed note, so the chart and the claim never disagree
Claim #PT-40218 · $214.00
BCBS PPO · submitted Mar 4, 2026
Patient
Marcus Bell
Visit
Mar 3, 2026 · PT
Eligibility
Verified Mar 3
Signed note
Signed Mar 3
The claim opens with the visit, the eligibility check, and the signed note attached.
Denials
Keep denials and resubmissions connected to the original visit.
Denials, corrections, and resubmissions sit in the same queue as the original claim — with the chart, the eligibility check, and the full claim history still attached.
- The denial opens on the original visit, chart and eligibility already there
- Correct and resubmit in the queue, not in a payer portal
- Recurring denial reasons are visible across the queue, not one ticket at a time
Dana Whitfield
DraftMar 18 · Aetna · $186.00
Note not signed
Marcus Bell
ReadyMar 17 · BCBS PPO · $214.00
97161, 97110 ×2, 97140
Ines Duarte
SubmittedMar 14 · UnitedHealthcare · $142.50
Submitted Mar 15
Ray Okafor
DeniedMar 11 · Cigna · $198.00
CO-197 · authorization absent
Lena Vasquez
Needs correctionMar 10 · Aetna · $164.00
CO-16 · plan of care date missing
Theo Lindqvist
ResubmittedMar 6 · BCBS PPO · $221.00
Corrected and resent Mar 12
Amara Cole
PaidFeb 28 · UnitedHealthcare · $207.00
Posted Mar 19
Denials, corrections, and resubmissions stay in the same queue as the original claim.
Everything in one place
One tool for all communication, all transcription, and every note.
The two systems most PT practices buy separately — the scribe and the phone platform — are part of Ona, on the same record the claim is built from.
Documentation
The AI-first EHR drafts the note — in your own PT template.
Record the eval or treatment visit in the clinic or on a telehealth call behind a consent banner, or upload the audio. Ona separates therapist and patient turns, timestamps the transcript, and drafts a comprehensive note against your own PT template.
- No separate scribe subscription and nothing pasted into the chart
- Diff the draft against the transcript, edit inline, then sign
- The claim is built from that signed note, so the chart and the claim agree
Visit recording
In the room, on telehealth, or uploaded audio
Diarized transcript
Note drafted in your template
DraftSubjective
ReviewedObjective measures
ReviewedAssessment
Plan of care
Record, transcribe, draft against your template, edit inline, sign. No second scribe subscription, and nothing copied into the chart afterwards.
Omnichannel communication
All patient communication in one tool.
Phone calls, SMS, email, portal messages, and website chat land in one conversation per patient, sitting on their chart — so the biller chasing a balance sees the same thread as the front desk that booked the visit.
- Call from the browser on your practice number, text from a dedicated local number
- Internal notes and @mentions in the same thread, invisible to the patient
- An AI receptionist answers every call 24/7 and books on the live calendar
Marcus Bell
One conversation · call, text, email, chat
- Call
AI receptionist
7:42 AMInbound call, 5 min. Post-op knee referral booked Tue 9:00 AM.
- SMS
Marcus Bell
9:15 AMDo I need my surgeon's referral at the first visit?
- Internal
Note to @Dana
9:21 AMAuthorization is in — 12 visits approved, limits already on the record.
- Email
Marcus Bell
11:04 AMIntake forms and consent completed.
- Portal chat
Marcus Bell
11:40 AMGot it, see you Tuesday.
One thread per patient, whatever channel they used — no phone platform, texting app or shared clinic inbox on the side.
Before and after
Stop reconstructing every claim across different systems.
Before Ona
14 logins · 14 bills · 14 places to look
- Calls on one system, texts on another, email in a shared clinic inbox
- Authorization faxed in, then re-typed into a spreadsheet
- A separate AI scribe subscription, copied into the chart
- Biller hunts for the signed documentation
- Claims tracked in another platform
- Visit caps discovered after the patient has already been seen
- No view from first call to payment
With Ona
1 login · 1 bill · 1 place to look
- Calls, texts, email, and chat in one thread on the patient's chart
- Authorization read automatically, limits on the record
- The AI-first EHR that runs your whole practice — notes, charts and claims on one record
- Signed chart the biller can already see
- Claim built from that signed note
- Unit burn-down projected, extension flagged in time
- One record from the first phone call to the paid claim
14
vendors replaced by one platform
15–25+
administrative hours saved a week
$477/mo
off a typical software stack
Modeled outcomes against typical US list prices. Actual results vary by practice.
Pricing
One platform. Fewer vendor bills.
Example configuration
- Practitioner seats
- 2
- Staff seat
- 1
- Estimated monthly cost
- $305
- Optional AI receptionistIncludes 1,500 minutes
- $499 / mo
Final pricing depends on practitioner seats, staff seats, locations, and selected add-ons.
Included
- Full platform access
- AI-first EHR with automated note drafting
- Omnichannel inbox — calls, SMS, email, chat
- Scheduling
- Intake and consents
- Telehealth
- Eligibility
- Billing workflows
- Claims and denials
- Payments
- Patient portal
- 14-day free trial
- No credit card required
- Free data migration
The 14 tools Ona replaces cost a comparable practice roughly $782 a month at list price. Consolidating them into Ona puts about $477 a month — around $5,724 a year — back into the practice, before counting the administrative time.
Estimated outcome against typical US list prices. Not a guaranteed saving.
Migration
Switch without putting billing on hold.
Changing systems should not require stopping patient care or collections.
- 1Import
- 2Validate
- 3Run in parallel
- 4Go live
Free migration
Import from your current EHR or PM platform at no extra cost.
Initial import
Within one business day of your export being ready.
Parallel testing
Run Ona alongside your current workflow through the 14-day trial.
Guided transition
A smaller practice is fully moved in one to three weeks.
Security
HIPAA compliant, encrypted in transit and at rest, BAA per workspace.
FAQ
Physical therapy billing software questions.
Is Ona physical therapy billing software?
Yes — and it starts before billing does. Ona covers the whole workflow the claim depends on: the inbound call, online booking, digital intake, insurance eligibility, authorization limits, notes drafted in the AI-first EHR, signed charts, claims, denials, and payment tracking, all on one patient record.
What exactly does Ona replace?
Ona replaces 14 separate subscriptions, in the categories most PT practices actually pay for: the EHR (WebPT, Prompt), the RCM and clearinghouse platform (Office Ally, Waystar), the AI scribe (Heidi, Freed), the phone system (Weave, RingCentral), patient texting (Klara), scheduling (Calendly, Acuity), intake forms (JotForm, Typeform), e-signature (DocuSign), telehealth (Zoom Workplace, Doxy.me), eligibility (Availity), payments (Square, Stripe), the team task board (Trello, Asana), the shared clinic inbox, and the spreadsheet your authorizations live in.
Does Ona handle patient calls and texts?
Yes. Calls, SMS, email, portal messages, and website chat land in one conversation per patient, attached to their chart. You call from the browser on your practice number, text from a dedicated local number, and add internal notes or @mention a teammate in the same thread without the patient seeing them. An AI receptionist can answer every call 24/7 and book against your live calendar.
Does Ona replace our PT EHR?
Ona includes EHR functionality alongside reception, scheduling, intake, eligibility, documentation, patient communication, and billing. Most practices adopt Ona to replace several disconnected tools rather than to add another one. A demo is the fastest way to see whether it fits your current setup.
How does Ona generate claims?
Claims are generated from the signed documentation on the patient record, so the visit, the eligibility check, and the note stay attached to the claim. Your team reviews the claim before it is submitted.
Does Ona check insurance eligibility?
Yes. Ona checks eligibility before care is delivered and keeps coverage status, copay, deductible, and out-of-pocket information on the patient record so the information is available before and after the visit.
Can Ona manage denied claims and resubmissions?
Yes. Denials, corrections, and resubmissions are handled in the same billing queue as the original claim, with the patient record, documentation, eligibility information, and claim history available in place.
Can we use our existing PT documentation templates?
Ona drafts structured notes using your practice's documentation template. The therapist reviews, edits, and signs every note before it becomes final.
Does Ona include an AI scribe?
Yes — it is part of the AI-first EHR that runs your whole practice, not a separate tool. Ona records the visit in the clinic or on a telehealth call — or takes uploaded audio — separates therapist and patient turns, and drafts a structured note against your own PT template, right in the chart. There is no separate subscription and nothing to copy between an external scribe and the chart.
Can an outsourced billing team use Ona?
Yes. Ona does not replace billing expertise. It gives internal or external billing teams a connected workflow and clearer access to the eligibility, documentation, and claim information they need.
Is Ona HIPAA compliant?
Yes. Ona is HIPAA compliant, encrypts patient data in transit and at rest, and provides a BAA for each workspace.
How long does switching take?
An initial import can happen within one business day after your export is available. A full migration for a smaller practice typically takes one to three weeks, and you can run Ona in parallel during the 14-day trial.
How much does Ona cost?
A common configuration of two practitioner seats plus one staff seat is about $305 per month. The optional AI receptionist is $499 per month including 1,500 minutes. Final pricing depends on seats, locations, and selected add-ons. For comparison, the 14 tools it replaces run about $782 a month at US list prices for a practice that size.
Can we test Ona before switching?
Yes. Every plan includes a 14-day free trial with no credit card required, and you can run Ona alongside your current workflow during that period.
Give your biller one screen instead of five.
Thirty minutes, your own workflow on screen: a call answered and booked, an eligibility check, a visit recorded and drafted into a signed PT note, the claim it produces, and a denial worked in the queue. Bring a claim that gave you trouble last month — and the list of tools you pay for today.
- Quick walkthrough
- No obligation
- 14-day free trial available
- No credit card required
- Free data migration
- HIPAA compliant
Eligibility verified
Visit completed
Note signed
Claim submitted
Payment received
Social proof
Clinicians already run their practices in Ona.
From a family-practice customer, not a physical therapy clinic.
4.9
average rating
98%
recommend Ona