Start with your denominator.
Put in your own numbers. If you don't know one of them, that's already worth writing down.
1. Are you collecting $100+ a visit?
Check the ones you can answer with confidence. Leave the rest blank — the blanks are the point.
PTs underbilling
Are all your clinicians trained on the nuances of coding for their work? Are you losing $5–20 a visit on sloppy billing? If a QA team reviews your bills, what is that salary costing you?
Poor contracts
What's your average per-visit rate by payer? Which contracts are dragging it down? Have you priced the admin burden — an easy $85 contract can beat a $95 one that costs an hour of follow-up per patient every other week.
Benefits and authorization system
Is your staff collecting accurate information from patients and payers? Is it documented effectively in your EMR? Are your PTs on top of auth requests with defensible documentation?
Copays and coinsurance
What does that system look like? Do you keep a card on file and charge automatically? Is coinsurance payment tied directly to EOB/ERA entry? What percentage goes uncollected?
Collections ownership
In-house or outsourced? If in-house, what happens when a key person leaves? If outsourced, what are you paying — including on automatic payers like Medicare? Does your RCM team pursue everything, or is there a write-off threshold? Do you know which payers, patients and referral sources tend not to pay?
2. Are your PTs seeing 12 a day?
Same rule. Confidence, not guesses.
Expectations
What's your target number? Are you communicating it regularly? Do your PTs know it? Does your front desk know it? Is it attainable, and are the people who hit it rewarded?
Schedule imbalance
Are some PTs seeing 15–16 a day and others 9–10? What's the actual spread across your roster? Why do you think that is? Could that imbalance be made to work for you instead of against you?
Couldn't answer half of it?
That's the finding. Bring the worksheet to a call and we'll go through what it would take to make those questions answerable on a Tuesday morning instead of a two-week project.
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