SpectraSoft User Review: Rebound Physical Therapy
By Todd Cadby, MS, PT, ATC
The sad irony of the typical PT practice is that financial success is often not determined by how well therapists treat patients, but by how well they complete their paperwork.
Fortunately, at Rebound PT in Scottsdale, AZ, we've found that an integrated scheduling and documentation system by SpectraSoft Inc. has taken this pressure off of our therapists, so they can focus more attention on providing the best possible care.
Rebound PT uses SpectraSoft's AppointmentsPRO scheduling system and its DocuPRO rehab documentation system. DocuPRO features over 150 body-specific templates that use branching logic, which allows a therapist to simply click on a series of pick lists to complete almost all documentation tasks.
The templates cover virtually any PT scenario. The pick list selections and therapist notes are converted into a thorough documentation of each case, including complete sentences, tables and bulleted lists.
DocuPRO also comes with 40 report templates, from initial evaluations to discharge summaries. Each template displays data from the case in an attractive, easy-to-read format that has garnered very positive reviews from our referring physicians.
The templates follow accepted PT protocols, tests, measures and norms, using language from the APTA's Guide to Practice Terminology. You can also create your own templates or edit the existing ones with a template editor.
The DocuPRO system provided our practice with many other benefits as well:
Standardized documentation
Regardless of the idiosyncrasies of a particular therapist, all of Rebound PT's documentation looks identical and features the same attention to detail. The templates ensure that every therapist provides the necessary case information and follows our clinic's practice standards, yet each clinician can customize their assessment as they see fit.
Simplified flow of information
Rebound PT found that DocuPRO integrated seamlessly with AppointmentsPRO. The two programs share the same database, so virtually all of our practice data is now easily found on that single database.
This makes life much easier for the front desk. Previously, patient data had been spread across several different databases, and it was often a challenge to find important information in a timely manner.
The shared database also simplifies the flow of information for therapists. Once patient data is entered at the front desk, there is no need to retype it in the documentation; it's incorporated automatically. Even better, therapists can see everything they need on one screen-their day's schedule, a queue of cases waiting for documentation, and a workspace to complete documentation. By clicking on a name, they can see details about the patient and any past charting.
Improved work environment
After a short time, our therapists found that DocuPRO was very easy to use. Clicking selections from pick lists greatly reduced the repetitive typing that goes into most documentation. It also makes the system very forgiving.
In short, combining DocuPRO with AppointmentsPRO has improved the overall workflow at our practice. I would recommend the system to any PT professional.
You can also type notes anywhere in the documentation, with more flexibility than many other documentation systems offer. You can even "cut and paste" from previous notes to further reduce repetitive data entry. So in addition to time savings, the features and ease of use have made documentation a less taxing task for our therapists.
Better communication
Because DocuPRO shares the same data with AppointmentsPRO, therapists and schedulers can communicate back and forth. For instance, a therapist can insert a comment such as "progress note due with next visit." The scheduler can then create a pop-up note that appears the next time the patient checks in.
More referrals
In addition to the body-specific templates, DocuPRO also comes with 40 report templates, from initial evaluations to discharge summaries. Each template displays data from the case in an attractive, easy-to-read format that has garnered very positive reviews from our referring physicians. Therapists can specify the date ranges to report on, and with a few clicks, the report is sitting on the printer with no need to wait for a transcriptionist.
Simplified billing
One system feature we haven't used yet is the automated charge capture function. CPT codes and Medicare requirements are built into the templates, so if you so choose, therapists no longer have to fill out billing slips.
Charges for each case are exported directly from the documented activity to your billing software or service provider. The system exports data to a number of billing solutions such as PTOS, BMS, TurboPT and DBC. When you use this feature, you can be certain the billing matches the documentation, which could reduce the number of insurance denials.
Informed practice management
AppointmentsPRO can track practice activity and generate 120 different practice management reports, covering referral trends, no-shows and cancellations, resource utilization and more. DocuPRO also simplifies the chart review process, which helps ensure everyone in the practice is following the same standards.
In short, combining DocuPRO with AppointmentsPRO has improved the overall workflow at our practice. I would recommend the system to any PT professional.
Todd Cadby, MS, PT, ATC, is a staff therapist at Rebound PT, Scottsdale, AZ
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