Built for pediatric therapy practices
Scheduling, documentation, and billing built for practices that treat kids
Pediatric therapy practices carry cancellation rates, guardian communication demands, and multi-disciplinary caseloads that adult outpatient clinics do not. PT, OT, and speech often treat the same child. Parents control the schedule. Insurance authorization drives the treatment plan. StrataEMR is built for the operational reality of a practice where the patient is a child and the variables are everything around them.
Trusted by Hundreds of Physical, Occupational and Speech Therapy Clinics
8 Locations
11 Therapists
18 Therapists
3 Locations
4 Locations
6 Therapists
5 Therapists
How it works
Built for the operational reality of pediatric therapy
Four places StrataEMR adapts to how kids, guardians, and multi-disciplinary teams actually move through a pediatric practice.
Step 1
Schedules that account for how pediatric patients actually show up
Pediatric caseloads cancel for school conflicts, sick siblings, and nap schedules. Schedule Analytics ties each child's Plan of Care frequency to scheduled, completed, and cancelled visits, and flags kids falling behind their target. Front desk sees who needs to be rescheduled before the week is over, not at the end of the month when authorization visits are already burned.
- Plan of Care frequency target per child (e.g., 2x/wk, 3x/wk)
- Under-scheduled patients flagged in red automatically
- Reschedule actions surface from the analytics view
Step 2
Multi-disciplinary documentation under one chart
When PT, OT, and speech treat the same child, the chart stays unified. Discipline-scoped templates and Staff Type per discipline keep clinicians documenting only within their licensed scope, while the patient header, diagnosis, guardian, and visit history are shared across all three. Owners see the whole child. Clinicians see only what their license covers.
- Shared patient header across PT, OT, and SLP
- Discipline-scoped templates with Staff Type per discipline
- Per-discipline visit history under one patient ID
Step 3
Guardian access and communication without a phone tag loop
Appointment reminders route to the guardian on file, not the patient. Text and email reminders go out on a schedule the practice controls. Balance alerts and online payment links go to the guardian's phone. The patient portal is guardian-scoped: intake forms, visit summaries, and balances are visible to the parent without exposing the child's full chart.
- Reminders addressed to the guardian, not the child
- Guardian-scoped patient portal with online payments
- Balance alerts and intake form delivery via the portal
Step 4
Insurance and authorization managed at the patient level
Pediatric caseloads carry commercial, Medicaid MCO, and state Medicaid policies, often on the same family. StrataEMR tracks authorizations and visit limits per policy, surfaces reauthorization tasks before authorizations expire, and handles place-of-service tracking and Medicaid-specific modifiers. The treatment plan stops being throttled by surprise auth denials.
- Authorization and visit-limit tracking per payer
- Reauthorization tasks surfaced before expiration
- Medicaid MCO, state Medicaid, and commercial in one workflow
What's in the workflow
Every pediatric touchpoint, covered
Guardian reminders, multi-disciplinary charting, authorization tracking, and an in-house billing team that knows Medicaid.
Guardian appointment reminders
Text, email, and voice reminders addressed to the guardian on file. Pediatric reminders go to the parent who controls the schedule, not the child on the chart.
Schedule Analytics with frequency tracking
Plan of Care frequency target per child. Scheduled, completed, and cancelled visits compared against the target so under-scheduled kids surface before authorization is wasted.
Multi-disciplinary patient chart
PT, OT, and SLP under one patient header. Shared diagnosis, guardian, and visit history with discipline-scoped templates so clinicians document only inside their licensed scope.
Guardian patient portal
Guardian-scoped access to intake forms, visit summaries, balances, and online payments. Parents act on behalf of the child without exposing the full clinical chart.
Authorization and visit limit tracking
Authorizations, visit limits, and expirations tracked per payer. Reauthorization tasks surface before authorizations expire so treatment plans are not paused mid-care.
Document completion gating
Notes cannot be marked complete without an active policy, completed benefits, authorization on file when required, and the correct discipline and modifier selections.
Daily note auto-cloning
Routine daily treatment notes auto-clone the most recent General Document. Clinicians document what changed for the child, not what stayed the same.
StrataPT billing team
In-house billing team handles Medicaid, managed Medicaid, and commercial denials inside the EMR. ERA posting within 24 hours of remittance.
Full capability set
One platform. Built for pediatric therapy.
Everything below is included. No per-user fees. No per-location pricing.
Scheduling and attendance
- · Plan of Care frequency target per patient
- · Schedule Analytics with under-POC flagging
- · Cancellation reasons including school conflict
- · Reschedule actions from the analytics view
- · Per-discipline visit slots on the same child
- · Recurring appointments across PT, OT, and SLP
Multi-disciplinary documentation
- · Shared patient header across PT, OT, and SLP
- · Discipline-scoped templates
- · Staff Type per discipline
- · Daily note auto-cloning
- · Inherit Previous on re-evaluations
- · Per-discipline last-visit summary on the chart
- · Outcome measures by discipline
Guardian communication
- · Guardian on file per patient
- · Text, email, and voice appointment reminders
- · Balance alerts to the guardian
- · Guardian-scoped patient portal
- · Online payments via Authorize.net
- · Intake form delivery and tracking
- · Visit summary delivery
Authorization management
- · Authorization tracking per policy
- · Visit limit tracking per payer
- · Reauthorization tasks before expiration
- · Commercial, Medicaid MCO, and state Medicaid
- · Place-of-service tracking
- · GP, GO, and GN modifier handling
- · PCP referral tracking
Compliance and completion
- · Document completion blocks
- · Required selections per template
- · Staff Type per discipline
- · Amendment history with versioning
- · Two-factor authentication
- · Inactive staff status preserves history
Billing and RCM
- · StrataPT billing team
- · Clarity Panel per patient
- · Pending Charges
- · Accounts Receivable
- · ERA posting within 24 hours
- · Medicaid and managed Medicaid handling
- · Denial follow-up and appeals
Reporting
- · Schedule Analytics with frequency tracking
- · Visit Totals by discipline
- · Payer Analysis
- · Average Reimbursement by Payer and CPT
- · Charge Losses
- · Patient Balance
- · Referring Provider
- · Patient Discharge
Permissions
- · Front Desk
- · Clinical Staff
- · Therapy Director
- · Practice Administrator
- · Business Owner
- · Limit Financial Features modifier
- · View Only Own Schedule modifier
- · Prevent Document With Billable Charges Completion
FAQ
Common questions from pediatric therapy practices
Less time chasing guardians. More time treating patients.
See how StrataEMR runs multi-disciplinary pediatric therapy with the guardian workflows built in.