Evaluation Booking Workflow
- 1Referral form is submitted via website
- 2System sends automated text to schedule the evaluation
- 3Digital intake packet is emailed once the appointment is set
- 4Therapist is notified of completed paperwork
Systems for Occupational Therapy
Modern Systems for Occupational Therapy Practices
Occupational therapy clinics generate revenue through clinical interventions and specialized equipment evaluations. Financial leakage occurs when referrals are not processed immediately, evaluations are not scheduled within the required window, or home exercise program adherence falls off due to lack of follow-up.
Healthcare
- Digital Intake Portal
- Missed Call Text Back
- Care Plan Reminders
- Authorization Tracking
- Referral Nurture
How the business actually works
How the work flows, start to finish.
- 01
Referral Intake
Capture physician orders and inquiries immediately through secure web forms and digital fax integration.
- 02
Benefit Verification
Automated workflows ensure insurance coverage and therapy caps are reviewed before the initial evaluation.
- 03
Evaluation
Coordinate the initial assessment to establish medical necessity and develop the plan of care.
- 04
Therapeutic Intervention
Manage ongoing sessions focused on ADL training, fine motor skills, and sensory integration.
- 05
Progress Monitoring
Regularly check in on home exercise programs and activity modification between clinic visits.
- 06
Re-certification
Trigger reminders for plan of care updates to ensure continuous authorization from payers.
- 07
Discharge Planning
Finalize functional outcomes and transition the patient to a maintenance or home-based routine.
Where it leaks
Common problems for occupational therapists.
01
Stalled Referrals
When a physician sends a referral and the clinic fails to call within hours, the patient often contacts a competitor. Manual tracking of faxed orders leads to lost opportunities and empty slots in the therapist's schedule.
02
Poor Home Adherence
Recovery slows when patients do not perform their prescribed home exercise programs. Without consistent digital touchpoints, clinicians have no visibility into patient compliance until the next face to face session.
03
Missing Authorizations
Treating a patient without an active authorization leads to non-reimbursable sessions and revenue loss. Relying on manual calendar checks for plan of care expirations often results in administrative oversight.
04
High No-Show Rates
Gaps in the schedule disrupt clinic flow and delay patient progress. Simple one-time reminders are often insufficient for patients juggling multiple rehabilitation appointments.
05
Paperwork Bottlenecks
Collecting intake forms, consent for treatment, and HIPAA disclosures in the waiting room wastes clinical time. Hand-entering data from paper forms increases the risk of transcription errors in the patient record.
What LATTICE can build
Systems built around how you work.
Digital Intake Portal
Collect patient history, insurance details, and consent forms digitally before the patient arrives for their evaluation.
Missed Call Text Back
If a caregiver calls during a treatment session, the system sends an immediate text to start the intake process.
Care Plan Reminders
Automated SMS notifications remind patients to complete their home exercises or log their functional activities.
Authorization Tracking
Workflows notify the front desk when a patient is within two sessions of their authorization limit.
Referral Nurture
Automated follow-ups for pending referrals ensure that no physician order is left unscheduled.
Review Generation
Requests for feedback are sent automatically after significant milestones or successful discharge to build the clinic's reputation.
Reactivation Campaigns
Reach out to past patients who may need a new evaluation for a different functional goal or equipment update.
Example systems
What it looks like in practice.
Home Exercise Program Engagement
- 1Therapist marks a session as complete in the portal
- 2System sends a video link for the prescribed exercise
- 3Two-day follow-up text asks if the patient has questions
- 4Alert is sent to therapist if patient reports difficulty
Authorization Renewal Sequence
- 1Patient reaches session eight of ten in their plan
- 2Administrative task is created to request new authorization
- 3Email sent to physician office for updated signature
- 4Patient notified once the extension is confirmed
Have a different problem?
Tell us what's slowing the business down. LATTICE can build around the way your business operates.
Questions from occupational therapists
How does this help with pediatric occupational therapy?
The system allows for separate contact profiles for caregivers and parents. You can send home program instructions directly to the parent while maintaining the child's clinical record, ensuring the family stays engaged in the child's developmental goals.
Can we manage specialized equipment orders through this?
Yes, you can build custom workflows to track the status of durable medical equipment orders. This ensures that when a wheelchair or orthotic device arrives, the fitting appointment is scheduled immediately.
Will this help reduce our cancellation rate?
By using multi-channel reminders via text and email, you stay top of mind for busy patients. The system can also allow for easy rescheduling options that fit within your therapist's available blocks.
Is the system secure for patient data?
The platform is designed with security as a priority, utilizing encrypted communication and secure portals. This allows you to exchange sensitive information with patients and physicians while maintaining professional standards.
How do we handle referrals from different doctors?
The system tracks the source of every referral, allowing you to see which physicians are your most active partners. You can automate thank-you notes or status updates to referring offices to maintain those professional relationships.