Ona Health
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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.

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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

14-day free trial available. No credit card required.

Ona · Billing timeline
MB

Marcus Bell

Physical therapy · Post-op knee · Visit 4 of 12

  1. Eligibility verified

    Eligible

    BCBS PPO · verified Mar 3

  2. Note signed

    Signed

    Signed Mar 3 · 5:41 PM

  3. Claim submitted

    Submitted

    Claim #PT-40218 · $214.00

  4. Payment received

    Paid

    Posted Mar 21 · $214.00

If a claim comes back denied

DeniedCorrectedResubmitted

Same patient, same visit, same documentation — nothing to rebuild.

One patient record. One billing workflow. No manual reconstruction.

HIPAA compliantUS-based4.9average rating98%recommend Ona

Built by a team and advised by experts from

AstraZenecaElevenLabsNew York UniversityUniversity of OxfordNorthwestern MedicineUC Berkeley

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

  1. Fax inbox

    Authorization arrives as a PDF

  2. Payer portal

    Visit limits live here

  3. Phone

    Extension requested by call

  4. Spreadsheet

    Visits counted by hand

  5. PT EHR

    Chart lives here

  6. AI scribe

    Copy and paste

  7. Billing platform

    Modifiers keyed again

ResultBroken handoffsRekeyed dataNo single view from visit to payment
Authorizations arrive by fax, by phone, and through three separate payer portals
Someone re-types visit limits out of a PDF and into a spreadsheet
The patient hits the authorized visit cap and nobody saw it coming
The plan of care expires before the extension request goes out
A wrong CPT modifier turns a clean visit into a denial weeks later
The note is still unsigned, three weeks after the visit
A denial arrives with a reason code and no link back to the visit
Patients who dropped off waiting for approval never get rebooked
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One connected workflow

Fix the workflow before it becomes a billing problem.

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.

  1. Schedule

    Scheduled

  2. Verify eligibility

    Eligible

  3. Read authorization

    Approved

  4. Track visit units

    12 of 24

  5. Draft note

    Documented

  6. Review and sign

    Signed

  7. Generate claim

    Claim ready

  8. Submit

    Submitted

  9. Resolve denial

    Resubmitted

  10. Track 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
Ona · Authorization — inbound document

Marcus Bell · BCBS PPO

Received by fax · read automatically

Approved
Authorized visits
24
Approved procedures
97110, 97140, 97530
Valid through
Jun 30, 2026
Copay
$40
1 exception

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
Ona · Authorization — visits remaining

Marcus Bell · plan of care #4412

Expires Jun 30, 2026

Extension due
12 of 24 used6 left after booked visits
Used Already booked

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
Ona · Claim #PT-40218

Claim #PT-40218 · $214.00

BCBS PPO · submitted Mar 4, 2026

Submitted

Patient

Marcus Bell

Visit

Mar 3, 2026 · PT

Eligibility

Verified Mar 3

Signed note

Signed Mar 3

97161PT evaluation, low complexity1 unit$118.00
97110Therapeutic exercise2 units$64.00
97140Manual therapy1 unit$32.00

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
Ona · Billing queue — claims and denials
All128Draft6Ready11Submitted74Denied9Needs correction4Resubmitted7Paid17

  • Dana Whitfield

    Draft

    Mar 18 · Aetna · $186.00

    Note not signed

  • Marcus Bell

    Ready

    Mar 17 · BCBS PPO · $214.00

    97161, 97110 ×2, 97140

  • Ines Duarte

    Submitted

    Mar 14 · UnitedHealthcare · $142.50

    Submitted Mar 15

  • Ray Okafor

    Denied

    Mar 11 · Cigna · $198.00

    CO-197 · authorization absent

  • Lena Vasquez

    Needs correction

    Mar 10 · Aetna · $164.00

    CO-16 · plan of care date missing

  • Theo Lindqvist

    Resubmitted

    Mar 6 · BCBS PPO · $221.00

    Corrected and resent Mar 12

  • Amara Cole

    Paid

    Feb 28 · UnitedHealthcare · $207.00

    Posted Mar 19

Denials, corrections, and resubmissions stay in the same queue as the original claim.

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Before and after

Stop reconstructing every claim across different systems.

Before Ona

7 logins · 7 bills · 7 places to look

  • Authorization faxed in, then re-typed into a spreadsheet
  • A separate AI scribe, 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 visit to payment

With Ona

1 login · 1 bill · 1 place to look

  • Authorization read automatically, limits on the record
  • AI-assisted documentation inside the workflow
  • Signed chart the biller can already see
  • Claim built from that signed note
  • Unit burn-down projected, extension flagged in time
  • One record from visit to paid claim

4–6

disconnected tools replaced

15–25+

administrative hours saved a week

50%

less software and administrative drag

Modeled outcomes. 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-assisted documentation
  • Scheduling
  • Intake
  • Eligibility
  • Billing workflows
  • Claims
  • Patient portal
  • 14-day free trial
  • No credit card required
  • Free data migration

Consolidating several vendors into Ona may reduce software and administrative stack costs by up to 50%.

Estimated outcome. Not a guaranteed saving.

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Migration

Switch without putting billing on hold.

Changing systems should not require stopping patient care or collections.

  1. 1Import
  2. 2Validate
  3. 3Run in parallel
  4. 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.

Social proof

Clinicians already run their practices in Ona.

“Before Ona it was four tabs and a spreadsheet. Now it’s one window.”
Jordan Reyes, FNP-BC · Burlington, VT

From a family-practice customer, not a physical therapy clinic.

4.9

average rating

98%

recommend Ona

FAQ

Physical therapy billing software questions.

Is Ona physical therapy billing software?

Yes. Ona is physical therapy billing software that also connects the work around billing — insurance eligibility, digital intake, AI-assisted documentation, signed charts, claims, denials, and payment tracking on one patient record.

Does Ona replace our PT EHR?

Ona includes EHR functionality alongside intake, eligibility, documentation, 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. AI-assisted scribing is part of the platform rather than a separate subscription, so there is 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.

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: an eligibility check, a signed PT note, the claim it produces, and a denial worked in the queue. Bring a claim that gave you trouble last month.

Book Demo
  • Quick walkthrough
  • No obligation
  • 14-day free trial available
  • No credit card required
  • Free data migration
  • HIPAA compliant

  1. Eligibility verified

  2. Visit completed

  3. Note signed

  4. Claim submitted

  5. Payment received