Physician Groups


Physical Therapy Practice Management
for Physician Groups

To remain competitive in the face of declining payments and escalating costs, physician groups must expand services and maximize ancillary income. PTM helps physician groups establish and optimize the performance of physical and occupational therapy programs.

PTM provides comprehensive support for PT/OT programs. Whether you are considering the start-up of a new therapy program or seeking to revitalize your existing program, you can count on PTM’s expertise and experience to help you develop and manage a successful PT/OT program that meets your patient needs and business objectives.

Start-Up

PT Program Start-Up

PTM has an extensive track record of helping physician groups successfully add profitable in-house PT/OT programs. Physical therapy practice management and program start-up services include:

  • Feasibility Studies – Recognizing that every physician group is unique, PTM determines whether adding ancillary PT/OT can benefit your patients, and how to do it in a way that fits your practice’s needs while generating a healthy return on investment.
  • Facility Search – PTM helps determine how much space is necessary, helps find the ideal location, assists in lease negotiation, and then works with you to design and build-out a clinic that will ensure maximum patient and staff satisfaction.
  • PT Staffing – PTM’s specialized recruiting team helps physician groups recruit the optimal mix of skilled therapy providers, support staff, and offer a competitive compensation package that includes progressive incentive plans to encourage both highly skilled care and productivity.
  • Equipment and Supplies – PTM helps you select and price the right PT/OT equipment and supplies.
  • Training and Education – PTM trains front desk staff to efficiently schedule appointments, manage cancellations and authorize care. Specialized training is provided on therapy billing and collection best practices, following up on insurance denials, and maximizing the submission of clean claims. PTM’s clinical team ensures that all therapists possess the clinical skills and education required for exceptional patient care.
  • Compliance – To ensure regulatory compliance in today’s complicated health care environment, PTM provides ongoing guidance on all federal, state and local regulations, ensuring you remain on top of all relevant changes.
  • EHR – PTM helps you to develop and refine electronic health record templates to ensure compliance with Medicare and other payer documentation requirements, while minimizing provider and support staff time required for documentation.
Management Support
We draw on our diverse experience and expertise to help physician groups manage daily physical therapy operations and long-term strategic growth.

PTM’s therapy practice management support services include:

  • Benchmarking for Physical/Occupational Therapy – You can’t manage what you don’t measure. Using our database of more than 3 million PT/OT visits and PT/OT financial and productivity metrics, we compare your PT/OT practice to similar practices to identify strengths and weaknesses, improve productivity and maximize income.
  • Human Resources/Recruiting – To deliver exemplary care while controlling staffing costs, PTM helps physician groups determine the optimal number and skill mix of therapists, assistants and aides and, more importantly, recruit and train the best candidates. To help build the best team, we develop and implement incentive compensation and professional development programs designed to increase staff satisfaction and retention.
  • Contracting – PTM helps analyze PT/OT payment rates and negotiate higher rates. We also help monitor claims to ensure that groups are receiving full payment and effectively contesting denials.
  • Strategic Planning – PTM helps groups determine whether and how they can benefit from adding specialized therapy programs, such as fall prevention, wellness and sports enhancement programs. We also help evaluate whether the opening of one or more satellite clinics will help provide patients with more convenient access to your therapy services and provide an adequate return on your investment.
  • Compliance – PTM helps physician groups navigate federal, state and local laws and regulations, making sure clinical documentation, coding and billing consistently meet Medicare and other regulatory requirements.
  • Education/Training – To help increase productivity, optimize treatment outcomes and boost profitability, PTM provides physical therapy practice management training to providers, support staff and billing staff. For example, communication and customer service training helps promote teamwork and improve the patient experience, while training front desk staff to efficiently schedule and authorize treatment allows therapists to focus on patient care.
  • Space/Equipment/Supplies – We have helped dozens of physician groups select clinic locations, negotiate leases, design clinic layouts, evaluate the need for satellite operations and purchase the right equipment at the lowest cost. And, because PTM leverages the purchasing power of all of its clients, each client can take advantage of volume discounts to reduce costs.
Assessment
Many physician-owned practices have engaged us to conduct comprehensive assessments of their PT/OT profitability, operations and regulatory compliance.



Financial – PTM can compare your individual providers and group to other physician-based physical therapy and hand therapy programs using national and regional benchmarks to determine whether your group is maximizing PT/OT profits and, if not, where to focus improvement efforts.

Our financial assessment services include:

  • Projecting therapy revenue and profits based on reaching appropriate benchmarks.
  • Determining if your PT/OT providers are capturing the appropriate amount of charges per patient visit.
  • Analyzing payer contracts for profitability, and determining whether these contracts should be modified or terminated.
  • Determining whether provider base salaries and incentive packages are competitive and appropriately reward excellent care and effort.
  • Evaluating if provider productivity expectations should be modified and, if so, how.
  • Providing advice to physician shareholders on alternative methods of ancillary income allocation.
  • Providing concrete and practical recommendations on how a group can improve financial performance of its ancillary PT/OT program.

Clinical Operations – Taking patient visit volume and other factors into consideration, PTM determines your appropriate number of therapists, assistants, aides and patient representatives. Other services provided to assess physical therapy clinical operations include: :

  • Determining whether therapists are appropriately and efficiently utilizing assistants, aides and other support staff.
  • Reviewing scheduling and authorization processes to increase patient access and minimize cancellations/no shows.
  • Assessing whether and how electronic or paper documentation processes can be streamlined to both ensure compliance and increase provider productivity.
  • Measuring clinical outcomes and patient and physician satisfaction.
  • Determining whether the amount of provider time spent on tasks other than direct patient care is appropriate.
  • Evaluating the benefits and costs of adding satellite locations and extending hours.
  • Exploring the merits of adding specialty programs (e.g. vestibular, wellness or sports-related programs).

Compliance – PTM also performs PT/OT documentation and compliance audits that include:

  • Determining whether clinical documentation complies with Medicare and other applicable payer requirements.
  • Assessing whether therapists are correctly coding treatments and capturing all appropriate charges.
  • Determining whether your PT/OT providers and practice are in compliance with your state physical and occupational therapy practice acts.
  • Assessing the need for additional clinical, documentation or other types of training to improve compliance and documentation efficiency.
Revitalization
In some cases, and for a variety of reasons, in-house physical therapy programs can lose money or generate much lower than average profits.

We help physician groups throughout the country substantially increase their physical and occupational therapy profits… using methods that never compromise patient care.

We work hand-in-hand with management and therapy staff to refocus efforts, and create a formula for success that is tailored to the specific needs of the practice.

To help revitalize or turnaround a PT/OT program, we provide full management support with an emphasis on the following tasks, resulting in increased profitability and improved outcomes.

  • Staffing – Securing the right mix of therapists and support staff, rewarding increased productivity and addressing underperformers to create a strong team with improved morale.
  • Education/Training – Upgrading the skills of current clinical and support staff, including technical skills such as documentation and coding, soft skills, such as communications and leadership, and clinical competencies, to elevate the caliber of team members and the program as a whole, increasing physician confidence and referrals and patient satisfaction.
  • Finance and Operations – Focusing on improving charge capture, proper submission and follow-up on claims to increase revenue and profits.
  • Customer Satisfaction – Setting ambitious patient and physician satisfaction goals, and monitoring programs closely to ensure that targets are reached, thereby promoting continuous improvement.

By teaming with PTM to use our proven financial, operational, clinical and regulatory expertise, many physician groups have turned their physical and hand therapy practices into thriving, profitable ventures that physician groups and therapy staff can be proud of.
PT Benchmarking
PTM has one of the largest available databases of outpatient PT/OT provider productivity, visit and payment information with over 3 million visits. Every month, we continue to update this database by collecting and adding data on tens of thousands of visits.

PTM uses this database to generate benchmarks for the following therapy-specific metrics:

  • Procedures and work RVUs/provider work hour
  • Procedures and work RVUs/visit
  • Visits/day/provider
  • Visits/patient
  • Payments/procedures and work RVU
  • Payments/visit
  • Initial evaluation cancellation rate
  • Follow-up visit cancellation rate
  • Gross payroll/procedure and wRVU
  • Profit margin

We compile and analyze data from each client’s PT/OT financial, practice management and payroll reports to provide a comparison of its therapy program to other physician-based therapy programs.

This analysis allows us to highlight each program’s strengths and weaknesses, and to focus on addressing specific weaknesses.

PTM’s benchmarking analysis also includes each client’s projected PT/OT revenue, expenses and net income based on achieving appropriate provider productivity and expense benchmarks.