What a custom agent looks like inside an outpatient therapy clinic — the ten roles in your language, and what each plugs into in a practice running WebPT, Prompt or Raintree.
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Outpatient therapy is a volume business where the two things that decide the month are whether patients complete their plan of care and whether the documentation supports the claim. Cancellations and drop-offs erode revenue quietly, authorizations expire mid-plan, and documentation that fails a payer's requirements turns completed treatment into an unpaid claim. All three are administrative, and all three are visible before they cost anything.
The honest version of "does it integrate with my software." These are the systems this industry actually runs on, and what each one means for a build.
The most common system of record in outpatient therapy, covering documentation, scheduling, authorizations and billing.
The main alternatives, with Prompt notable for automation-friendly design and Raintree for larger multi-site groups.
Visit authorizations granted in limited quantities and expiring by date, which is the single most common cause of unpaid completed treatment.
Claims, denials and remittance, where documentation and coding problems surface weeks after the visit.
Reminders, confirmations and home exercise program delivery, which correlate directly with plan completion.
Prescribed programs delivered to patients, with adherence data that is rarely used for anything.
Physician referrals arriving by fax and portal, where response speed determines whether the patient ever arrives.
Each of these is a real build, not a feature of a product you already pay for. Follow one through to see how it works in general.
Nothing you are owed gets dropped.
Whatever arrives, in whatever format, becomes a clean record.
Writes the recurring document from your own past work.
Knows what expires, renews or comes due — and says so first.
Answers from your own records, not from the internet.
The conversation becomes the record, without anyone typing it up.
Assembles the recurring report from systems that do not talk.
Matches two sets of records and queues only the exceptions.
Two systems that do not talk, now talking.
Applies your rules, escalates only what needs judgment.
If that is a job in your business, the next step is half an hour on a call. Bring whatever you know about the volume — how many a month, who owns it now, which systems it touches. That is enough to scope it properly and quote it flat before anything starts.
Everything in this library is built to order rather than bought off a shelf — and whatever I build, I host and maintain. The rest of the library is here.