Occupational Therapy

Routine to Complex Charting for Occupational Therapists

When you complete developmental assessments, cognitive assessments, or goniometer evaluations, intelligent templates enable you to quickly chart out the encounter with one-click. WRS Occupational Therapy EMR has a full library of templates listed above that can be incorporated into your practice and edited to suit your practice style.

Smooth Occupational Therapy Clinical Workflow

Innovations such as WRS Digital Healthcare Pen Solution integrated into the Occupational Therapy EMR saves significant time and money. Cognitive Assessments, Pain Assessments, handwriting evaluations and other types of documentation such as Patient History can be filled out by the patient in the waiting room with the WRS Digital Pen. The data from these patient forms then flows seamlessly into your note without requiring the user to re-key data from the patient forms. We make this available to you in a variety of types of patient encounters. If you have your own Occupational Therapy customized forms that you developed, we are able to take your own forms and have the data flow into the WRS web-based EMR with the digital pen.

All your data can sit on one platform without the need to export or import, or cut and paste data or documents.

The WRS Digital Pen Solution is also a perfect solution for specialties that rely on forms or free text for most of their charting needs. Patient consent forms, questionnaires, signatures and full body graphic assessments can be captured easily using this technology. You can even chart with different colors.

Billing and Revenue Cycle Management
for the Occupational Therapy Practice

Proper and Complete Reimbursement for all the Services You Provide

Billing and Coding for Occupational Therapy services may be tricky and might affect your reimbursement. As the office billing becomes an increasingly greater percentage of your annual collections, capturing all Occupational Therapy diagnostic and procedural codes becomes more important than ever. With the WRS Occupational Therapy web-based EMR, you can capture multiple diagnostic codes with a point and click method.  For example, if you perform a therapeutic procedure, CPT codes 97110–97546 are all preloaded into your note and available for you to click the best choice.

Seamless charge entry relieves the provider, front desk and billing office of this laborious process and makes it automatic and systematized. When you chart your Occupational Therapy procedures, they are then queued for billing without the need for dual entry of data by your front desk, biller or billing service. No charges are lost in the “hand-off.” Furthermore, most Occupational Therapy procedures are charted with one-click default templates and the pertinent data can be easily entered into the note.

How Automated is your Patient Insurance Eligibility Checking Process?

Eligibility checking of your patients is seamless and automatic in the WRS Occupational Therapy EMR. Based upon the scheduled appointment date all patients are automatically checked for up-to-date insurance and demographic data to ensure that you get paid. WRS web-based EMR accomplishes this by establishing electronic connections to the insurance companies with automatic messages sent starting 72 hours before the appointments. This takes the eligibility checking burden off of your already busy front desk. Your front desk is alerted for ineligible patients before the encounter begins so that the correct financial arrangements can be sorted out prior to the visit. Ensuring an efficient eligibility checking process relieves your billing office from chasing patients for payment or repeated submission of claims to insurance companies that won’t get paid.

Maximize Patient Collections

The patient responsibility for the Occupational Therapy encounter has now increased with larger copayments, deductible and coinsurance responsibilities. Patient collections start with ensuring the correct demographic and insurance entry of data at the front-end. WRS Occupational Therapy EMR has multiple proprietary web-based processes for ensuring the integrity of the patient data. Your front desk is alerted with the correct amount of the patient responsibility for copayment, deductible and coinsurance at both check-in and check-out so that payments can be made before the patient leaves your office. When patient statements need to be mailed we offer automated mailing of statements so that your office is not burdened with printing, enveloping, stamping and mailing patient statements. The Waiting Room Solutions proprietary patient collection process gives you complete control over which patients receive statements and when to escalate to the “pre-collections” process. This process sends a series of letters to your patients seeking payment at an earlier stage in the collection cycle while preserving your relationship with the patient. The earlier that patient responsibility and payment can be resolved, the greater chance there is for collection of amounts owed and there is a commensurate decrease in the need to resort to an inefficient and costly external collections process.

Integrated Credit Card Processing and Online Bill Payment

Patient payments that are made easier for the patient help ensure timely and correct payment. Credit card processing and online bill payment are integrated into the system without having to go to a separate portal or third party software. This is unique to the Waiting Room Solutions web-based EMR System.

When payments are made to the office, associated electronic payment entry, posting and adjustments are done seamlessly without any additional work. All of the Waiting Room Solutions advanced Occupational Therapy billing and Revenue Cycle Management tools, workflow and procedures have been designed for an Occupational Therapist billing office. By using these tools your billing office can focus their skills and attention on billing and collections processes that can’t be automated and require human intervention such as claim appeals and monitoring the revenue cycle.

 Automatic Appointment Reminders

The most valuable asset of a practice is the doctor’s time – especially in a field like Occupational Therapy. Scheduling variability due to appointments not kept or due to over-booking can cause unnecessary quiet times as well as log-jams at the front desk. WRS Occupational Therapy EMR understands how your office works.

Appointment reminders are an automatic process in the Waiting Room Solutions web-based EMR system. When an appointment is made, the patient is automatically sent an email, an automated phone call reminder, and an SMS text message. This is an integrated part of the WRS system – not a third party add-on with an interface. By automating and removing the appointment confirmation function from the front desk your staff has more time to focus on other functions that require human interaction.

One Step Closer Toward Meaningful Use

To achieve Meaningful Use in Stage 1, there are 25 rules that you must follow to gain the stimulus incentive. Among these rules, it is crucial that you maintain an active problem list, medication list, allergy list, and are able to exchange data from the Continuity of Care Record.

Among other Meaningful Use Solutions, The Continuity of Care Record in the Waiting Room Solutions web-based EMR System is an easy place to get a global snapshot view of all your patients' problems. You do not need to maintain this list as a separate function because it is automatically populated as you chart your notes.

Single-click dashboard allows you to easily access reports at one place for Meaningful Use Compliance. Waiting Room Solutions provides tutorials for all of the Meaningful Use criteria.

Efficient Occupational Therapy EMR Workflow

Document Management: Your Documents are Available Online – Anywhere, Anytime

Integrating documents into the electronic charting process is critical because paper forms and faxes are still a standard part of medical communication. Lab reports, cognitive tests, and consultation letters can be easily scanned and imported into the chart. Based upon your setup preferences documents can be organized based on different categories.

Waiting Room Solutions is unique in the web-based EMR industry in having a completely integrated and seamless electronic fax queue. With this queue, faxes are received electronically into the system and never make it to paper. Faxes can be matched to patients and orders created for that patient. Faxes can be assigned and tasked to a provider or other Occupational Therapy office worker to act upon. A central fax queue makes all faxes available to all users regardless of the location. This is critical for offices with multiple locations.

Laboratory Connections for Your Occupational Therapy Practice within WRS Web-Based Occupational Therapy EMR

Waiting Room Solutions can establish bidirectional electronic connections for imaging and lab reports directly to your preferred reference laboratories like LabCorp, Quest or BioReference. The Waiting Room Solutions order tracking system, including automated alerts and messaging, makes this process seamless. Your most valuable asset in your practice is your time; you shouldn’t be squandering your time chasing down lab tests or beginning patient encounters absent the information you need to treat the patient.

4 Step Check-In / Check-Out Process

Our 4-step check-in to check-out process ensures the seamless movement of patients and data through the encounter. When there are special needs associated with the Occupational Therapy encounter the front desk is alerted before the patient enters the exam room. This ensures that you have lab reports prior to entering the room. Specific types of appointments can all be customized.

When patients need to be recalled for therapy sessions the system does this recall function automatically. Recall emails and phone calls with an interactive voice module are automatically generated based on rules that you can setup in the Waiting Room Solutions system. Based upon Occupational Therapy diagnosis, medication, laboratory values or multiple demographic criteria you can recall or alert subsets of your patients automatically.

Marketing Your Practice with WRS Occupational
Therapy EMR Website

Marketing Select Occupational Therapy Services

Your practice’s website markets your practice on the web, but also serves as an anchor for other marketing efforts of your Occupational Therapy practice. Waiting Room Solutions has answers to enable you to get top listings in Google and other search engines. Your website is automatically created and maintained when you setup your practice within the Waiting Room Solutions system. Search engine submissions and optimization is also managed automatically so that you are found by your current patients or patients seeking Occupational Therapy. You can market new procedures to current or potential patients. Waiting Room Solutions provides standard content that can then be modified to suit your practice situation. We also provide search engine optimization and practice marketing services to your practice to really rev up your marketing efforts. Managing the marketing of an Occupational Therapy practice shouldn’t be an ad hoc event. Sustained, continued effort and management leads to results. We make this easy for you and include all the tools you need to market your practice on one integrated platform.

Referral Management System

The excellent care you provide is the first step when marketing your Occupational Therapy practice. A complete, customized and branded chart note reflects that care. The Waiting Room Solutions referral management system and workflow enables you to send your customized chart note and/or a customized letter to your referring provider with a single click. Encounter note elements are automatically pulled from your note to populate your letter. All faxing of notes, letters and documents happens from the system and they are designed to highlight your practice and the care you provide. We maintain a central database of your referring doctors' fax numbers, phone numbers and addresses so there is no need to setup this feature before accessing its benefits.

Award-Winning Advanced Patient Portal

The patient portal provided through your website and the patient messaging system help you market your practice to your patients.  Patients can enter their complaints and medical conditions such as Glucose levels, through the patient portal and this saves the patient and your office staff time when they come for their encounter -- less time in the waiting room and consistent waiting times have been shown to lead to greater perceived satisfaction after a medical visit.  After the encounter, based upon your diagnosis, focused and branded educational content can be printed or automatically emailed to your patients, making the patient education process automatic and integrated.