Before You Switch Systems, Know Where Your Practice Stands

How to Use This Document

This checklist is designed to help you understand where your practice stands today — and what needs to be cleaned up before making a major operational or software change.

Start with Part 1 to evaluate your current billing, payer knowledge, daily operations, software setup, and growth readiness. These questions will help you identify gaps in visibility, revenue, and process before they become bigger problems.

Then move to Part 2 if you’re considering a switch. This section helps you prepare for contract review, data migration, and go-live planning so the transition is smoother for your team, your patients, and your cash flow.

You don’t need perfect answers to every question. The goal is to uncover what you know, what you don’t know, and where your current systems may be holding you back.

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Part 1 — Where you stand today

  1. Billing Basics

  Do you actually know what you’re getting paid?

1. Do you know your denial rate?
2. Do you know your clean claim pass rate?
3. When a claim gets denied, do you know the reason?
4. Do you know how many days on average it takes to get paid after a visit?
5. Do you know what you’re actually reimbursed per CPT code — not just what you billed?

  2. Payer & Contract Knowledge

  Do you know who’s paying you — and what they owe?

1. Do you have a copy of your contract with each payer you’re in-network with?
2. Do you know if you’re being paid according to your contracted rates?
3. Do you know when your current payer contracts are up for renegotiation?
4. Have you looked at your payer mix to see which insurers are actually profitable for you?

  3. Day-to-Day Operations

  How smoothly is your practice actually running?

1. Do you know your no-show and cancellation rate right now?
2. Are you tracking visits per patient and units per visit?
3. Do you have a way to see all outstanding tasks — authorizations, unsigned notes, plans of care — in one place?
4. When a patient’s authorization runs out, does someone catch it before the visit — or after?
5. What % of referrals are converting to patients

  4. Your Current Software

  Is your tech helping or slowing you down?

1. Are you using more than one system to run your practice — separate EMR, billing tool, scheduling software, faxing toolsetc.?
2. Do you know what you’re paying per month for all your software tools combined?
3. Does your current EMR show you what’s actually been collected — not just what’s been billed?
4. If your biller took two weeks off tomorrow, would your billing still get done?

  5. Growth & Profitability

  Are you set up to scale when you’re ready?

1. Do you have a clear picture of how profitable your practice is right now?
2. Have you thought about adding a second location or more therapists in the next 12 months?
3. Do you feel like you spend more time on admin and billing than on treating patients?
4. Do you have reporting that shows practice performance at a glance — schedule, billing, and collections together?

Part 2 — If you decide to make a move

  6. Your Current Contract & Exit

  Know what you’re working with before you make a move.

1. Do you know the end date of your current software contract?
2. Have you reviewed your contract for early termination clauses or exit fees?
3. Have you given notice to your current vendor — or do you know when you need to?
4. Do you know what happens to your data when you leave your current platform?

  7. Data Migration Prep

  Getting your records ready to move.

1. Do you know approximately how many active patient records you have?
2. Has anyone audited your current data for duplicates, missing fields, or incomplete records?
3. Have you decided which historical data needs to come over vs. what can be archived?
4. Do you have someone internally who can be the point person for the migration?

  8. Go-Live Planning

  What does a successful launch actually look like?

1. Do you have a target go-live date in mind?
2. Have you thought about which time of year makes sense to switch — and which doesn’t?
3. Have you thought about how you’ll communicate the change to your patients?
4. Does your team know a change might be coming — and are they part of the conversation?

Ready to See What a Better System Looks Like?

StrataPT helps PT, OT, and SLP practices simplify operations, improve billing visibility, reduce revenue leakage, and run their practice with one accountable system.

Book a demo and see how we can help your clinic get cleaner claims, better visibility, and a smoother path to growth.