Physical therapy IT
The iPad lost Wi-Fi at the far end of the gym, and the documentation never made it into WebPT.
WebPT, Clinicient, Jane App, Prompt. iPads that take a beating. Wi-Fi that has to reach every treatment table. Medicare 8-minute rule documentation that has to land before the claim window closes. We do the PT-specific work generalist shops keep mis-scoping.
The PT-specific problems
A PT clinic is a gym floor, an EMR, and an iPad fleet.
Generic IT shops scope a PT clinic like an office and forget the building shape, the mobile workflow, and the Medicare billing rules that turn a missed minute into a denied claim.
- F-01
Wi-Fi drops at the far end of the gym floor
One access point on the wall is not enough. RF noise from cardio equipment and steel rebar in concrete kills signal in patches. Treatment notes get dropped or saved offline and forgotten.
- F-02
iPad locked at the front desk while a patient checks out
Auto-lock fired, the front-desk PIN changed last week, the new iPad is on a different OS. Patient is standing there with a credit card. Nobody knows the unlock code.
- F-03
WebPT will not sync from the gym-floor iPad
Documentation entered between patients. iPad shows green. Back office shows nothing. The note is in a local cache that did not flush. Reimbursement window does not care about your sync timer.
- F-04
8-minute rule documentation incomplete, claim denied
Therapist documented 22 minutes. CPT code requires 23 to bill the second unit. The system did not flag it at point-of-care. The denial comes back two weeks later and somebody has to refile.
- F-05
Lost iPad in the parking lot
Walked out with the last patient, set it on the truck bumper, drove off. The iPad has patient data on it. The 60-day breach-notification clock starts the moment you cannot account for the device.
- F-06
Patient will not fill out intake on the dropped tablet
Screen is cracked, app crashes on launch, patient is annoyed already. The front desk has to fall back to paper intake and re-key it later. That is two hours nobody had today.
The PT on-ramp
Start with an assessment. Finish with a gym floor that works.
Most PT clinics have iPads on iCloud accounts nobody owns, Wi-Fi dead zones nobody mapped, and a backup nobody has tested. The on-ramp is a ladder: a low-cost baseline assessment first, a deeper gap assessment and remediation roadmap next - and, at the top, the foundation bundle for clinics that want all of it fixed for them.
- 01
Baseline assessment
A low-cost snapshot of your current IT and where you stand on compliance.
- 02
Gap assessment
A deeper, scoped review of everything the baseline surfaced.
- 03
Remediation roadmap
A prioritized plan you can run yourself - or hand to us.
- 04
Foundation bundle
The done-for-you top rung: we clear the whole backlog.
Not sure where you stand? Start with a baseline assessment.
PT Foundation
Onboarding project, fixed scope
$1,399-$1,799
27 credits · one-time
Range reflects standard vs specialist delivery; your quote fixes the number
Scope a PT foundationFree scoping call. Fixed quote, target within 3 business days.
What is included
- HIPAA Security Risk Analysis tuned for cloud-EMR PT workflows
- Gym-floor Wi-Fi mapped and access points tuned for full coverage
- iPad fleet management set up (lock, wipe, app deployment, lost-device workflow)
- Telehealth session validation (platform agreement confirmed, sessions tested end to end)
- HIPAA-compliant email configuration
- Written findings and a prioritized list of fixes you keep
What comes after the foundation
The monthly plan: PT-shaped, gym-floor first.
After the foundation lands, the clinic moves to a monthly plan sized to therapist count and square footage. What the plan actually does for a PT clinic:
iPad fleet management
New devices enrolled, old devices wiped and rotated out, lost devices remote-locked within minutes. App updates pushed to the whole fleet, not chased iPad by iPad.
Gym-floor Wi-Fi upkeep
Access-point configuration, channel tuning, and firmware kept current. Re-heatmap on demand when you add equipment or rearrange the floor.
WebPT / Clinicient / Jane / Prompt support
EMR onboarding for new therapists, billing template fixes, payer enrollment troubleshooting, syncing issues, vendor escalation when the vendor is the problem.
HIPAA maintenance + breach-readiness
Annual security risk analysis refresh, vendor agreement check, lost-device drill. A lost iPad with patient data on it is a breach unless you can prove the data was encrypted - we make sure you can.
Backup verification + quarterly restore drill
EMR data, documentation, billing records. Quarterly restore from backup, documented, attested. The thing that turns a server failure into a Monday-morning inconvenience instead of a multi-week disaster.
Medicare 8-minute-rule documentation hygiene
We are not your biller, but we configure the EMR and reporting to surface 8-minute-rule edge cases at point-of-care, not at claim time. The denial you do not get is the cheapest one.
Why us, not a generalist
We measure Wi-Fi at gym-floor patient distance, with a therapist standing between.
That sounds glib. It is not. The single most common PT-clinic IT failure is signal coverage measured at the wrong distance, the wrong angle, and the wrong time of day. A generalist looks at a router with three bars and calls it done. We walk the floor with a meter and a phantom patient.
The other PT-specific work - iPad lifecycles, Medicare-side EMR configuration, the lost-device breach workflow - is the same kind of practical reps a generalist has not done.
PT-specific stack knowledge
WebPT, Clinicient, Jane App, Prompt - we know the install and migration path on all four. We know which ones cache local on the iPad and which ones do not. We know which payer integrations work out of the box.AI handles the routine. Humans handle the gym-floor side
Password resets, iPad re-enrollment, schedule lookups - the AI walks your staff through those in minutes. An iPad that vanished from the floor, a sync failure mid-shift, a Wi-Fi dead zone that just appeared - that gets a human, fast.Local Utah techs, including on-site for floor walks
Heatmap walks, AP repositioning, post-install validation. Local dispatch, no national queue, same background-checked techs as every other plan.HIPAA is part of the plan, not an upcharge
Security Risk Analysis, BAA portfolio, lost-device runbook. General HIPAA detail at /compliance; the dental anchor at /compliance#dental shares most of the HIPAA shape PT clinics need.
PT FAQ
The questions clinics ask first
Compliance, iPads, Wi-Fi, billing. Plain answers, no hedging.
One scoping call. We will tell you what your gym floor actually needs.
Free 30-minute scoping call. Square footage, iPad count, EMR, and the two or three things keeping the clinic manager up at night.
Prefer the phone? (435) 227-5583
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