Comprehensive RehabDox Features

Everything your physical therapy practice needs to deliver excellent patient care while running efficient, compliant operations.

Platform Capabilities

Built for Physical Therapy Excellence

RehabDox provides a complete suite of features designed specifically for PT clinics, from AI-powered documentation to enterprise-grade security.

Multiple Note Types

Initial Eval, Progress, Daily Visit, Discharge, Re-evaluation, SOAP, Phone Notes, and Custom templates

Role Management

Role-based access control with granular permissions to ensure secure and efficient user management across the system

HIPAA Compliant

AES-256 encryption, comprehensive audit logging, and role-based access control

Clinical Capabilities

Core Clinical Features

Powerful tools for clinical documentation, care episode management, and patient treatment workflows.

AI-Powered Documentation

  • Voice Transcription: Real-time audio recording with advanced AI transcription technology
  • Medical Terminology: Advanced language model understanding of clinical and medical vocabulary
  • Auto Note Generation: Intelligent clinical note creation from transcribed voice recordings
  • Flexible Recording: Continuous recording with pause/resume capability for natural documentation flow
  • Secure Storage: HIPAA-compliant encrypted storage for all transcriptions and audio files

Clinical Documentation

  • Multiple Note Types: Initial Evaluation, Progress Notes, Daily Visit, Discharge Summary, Re-evaluation, SOAP, Phone Notes
  • Note Lifecycle: Draft → Pending Signature → Signed → Finalized → Amended
  • Custom Templates: Create and manage note templates by location and appointment type
  • Rich Content: HTML-based clinical documentation with formatting support
  • Note Updates: Add supplemental information to signed notes with complete tracking

Digital Signature Workflow

  • Electronic Signatures: Provider digital signature capture with timestamp tracking
  • Signature Images: Secure storage of provider signature images for document display
  • Signature Audit: Complete tracking of who signed and when for compliance
  • Note Finalization: Complete lifecycle management from draft to final signed document
  • Void Capability: Void notes with reason tracking when corrections are needed

Care Episode Management

  • Episode Tracking: Complete treatment tracking from initial evaluation through discharge
  • Diagnosis Coding: Primary and secondary ICD diagnosis coding and documentation
  • Treatment Goals: Document treatment goals and plan of care for each episode
  • Visit Tracking: Automatic visit counting with expected visits and frequency
  • Discharge Management: Track discharge reasons including Goals Met, Patient Request, Insurance Exhausted, and more

Structured Clinical Data

  • CPT Codes: Current Procedural Terminology code support with descriptions and lookups
  • ICD Codes: International Classification of Diseases diagnosis code support
  • ROM Data: Range of Motion measurements and tracking
  • Strength Testing: Manual muscle testing and strength documentation
  • Special Tests: Document special tests and outcomes

Appointment Scheduling

  • Multiple Appointment Types: Initial Eval, Follow-up, Re-evaluation, Discharge, Telehealth, Group Therapy, and more
  • Status Tracking: Scheduled, Confirmed, Checked In, In Progress, Completed, No Show, Cancelled
  • Recurring Appointments: Pattern-based recurring appointment scheduling
  • Timezone Support: IANA timezone handling for multi-location practices
  • Reminders: Configurable 24-hour and 1-hour appointment reminders
Patient Management

Comprehensive Patient Care

Everything you need to manage patient records, consents, insurance, and documentation.

Patient Demographics

  • Complete Profile: Full demographics including name, DOB, gender, contact information
  • Medical Record Number: Unique MRN identifier for each patient
  • Emergency Contacts: Emergency contact information with relationship tracking
  • Preferred Provider: Assign preferred provider and location
  • Patient Status: Track Active, Discharged, or No Care Episode status

Consent Management

  • Multiple Consent Types: Treatment, Privacy (HIPAA), Release of Information, Financial Responsibility, Telehealth, Photo/Video
  • Tablet-Based Signing: Patient kiosk/tablet interface for consent signature capture
  • Digital Signatures: Secure signature capture with IP address and timestamp logging
  • Version Tracking: Consent version tracking for compliance requirements
  • Expiration Dates: Consent expiration tracking with renewal alerts

Insurance Management

  • Multiple Insurance Types: Primary, Secondary, Tertiary, Workers' Comp, Auto Accident, Self-Pay
  • Payer Information: Payer name, ID for EDI, policy number, group number
  • Coverage Details: Copay, coinsurance, deductible tracking (total and met)
  • Eligibility Verification: Insurance eligibility status tracking with last verified timestamp
  • Attorney Info: Track attorney contact information for claims when applicable

Authorization Tracking

  • Auth Management: Insurance authorization tracking per care episode
  • Visit Limits: Authorized visit limits with automatic tracking
  • Visits Used: Automatic calculation of visits used from appointments
  • Expiry Alerts: Authorization expiration date tracking with alerts
  • Co-pay Tracking: Manage co-pay for visits beyond authorization

Patient Documents

  • Document Upload: HIPAA-compliant file upload and storage
  • Multiple Types: Support for various document types
  • Encrypted Storage: All documents stored with encryption
  • Validation: Automated patient profile completeness checking
  • Archive Support: Archive patients to read-only state when needed

Patient Kiosk Check-In

  • Identity Verification: Patient verifies with DOB, Last 4 SSN, ZIP code
  • Appointment Confirmation: Confirm and check in for scheduled appointments
  • Consent Display: Display and collect consent form signatures
  • Touch-Friendly: Responsive design optimized for tablet/kiosk use
  • Paperless Workflow: Eliminate paper forms at check-in entirely
Administrative & Billing

Practice Management

Multi-tenant architecture, staff management, and billing preparation for practices of any size.

Multi-Tenant Architecture

  • Complete Data Isolation: Each clinic's data is completely separate at the database level
  • Multi-Subdomain: Support for custom subdomains per clinic (clinic.ptehr.com)
  • Tenant Status: Manage tenant status: Pending, Active, Suspended, Cancelled
  • Global Query Filters: Automatic tenant filtering on all database queries
  • Subscription Tiers: Trial, Basic, Professional, and Enterprise plans with user/patient limits

Multi-Location Support

  • Multiple Locations: Manage multiple clinic locations under one tenant
  • Timezone Handling: IANA timezone support for each location
  • Location-Specific Settings: Customize kiosk and consent settings per location
  • Provider Schedules: Provider schedules specific to each location
  • Primary Location: Designate primary and active locations

Provider Management

  • Credentials: NPI, specialty, taxonomy code, license information
  • License Tracking: License number, state, and expiry date tracking
  • Credential Status: Pending, Active, Expired, Suspended status tracking
  • Unavailability: Manage vacation, sick leave, training, conferences
  • Calendar Colors: Color-coded provider display on scheduling calendar

User & Role Management

  • 6 User Roles: Super Admin, Clinic Admin, Clinician, Front Desk, Biller, Read Only
  • Role-Based Access: Granular permissions based on user role
  • User Status: Active, Inactive, Locked, Pending Activation states
  • Secure Auth: BCrypt password hashing with JWT authentication
  • Activity Tracking: Last login and user activity monitoring

Billing & Claims

  • Charge Capture: Automatic charge generation from appointments/visits
  • CPT Codes: CPT code support with up to 4 modifiers per charge
  • Claims Management: Bundle charges into claims with status tracking
  • Claim Status: Draft, Ready, Submitted, Acknowledged, Pending, Paid, Denied, Rejected
  • Payment Tracking: Multiple payment types including Copay, Coinsurance, Insurance, Refund

Reporting

  • A/R Aging: Accounts Receivable aging reports
  • Collections: Today's collections and outstanding A/R tracking
  • Auth Alerts: Authorization expiration alerts
  • Productivity: Provider productivity metrics
  • Patient Ledger: Complete patient payment and balance tracking
Security & Compliance

Enterprise-Grade Security

HIPAA-compliant architecture with comprehensive encryption, audit logging, and access control.

HIPAA Compliance

  • Security Rule: Full compliance with HIPAA Security Rule
  • PHI Protection: All Protected Health Information encrypted at rest and in transit
  • Access Control: Role-based access control for all PHI access
  • Audit Requirements: Complete audit trail meeting HIPAA requirements

Encryption Implementation

  • AES-256: Authenticated Encryption with Associated Data
  • Separate Keys: Different encryption keys for data and audio files
  • Searchable Encryption: Deterministic search hashing for encrypted field lookups

See RehabDox in Action

Contact us to learn more about how RehabDox can transform your physical therapy practice.

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