Physical Therapy Management Software

Physical therapy management software (PTM) is designed specifically for physical therapists, chiropractors and other healthcare professionals to help with managing their practices. Physical therapy software can automate many of the manual tasks you perform each day, freeing up time that can be spent on patient care or marketing. The following are some of the main functions that you can expect from PTM software: patient intake, scheduling appointments, billing, data analysis and reporting, email communications with patients and referring doctors, online scheduling and more.

In this guide, we review the aspects of Physical Therapy Management Software, best physical therapy software, physical therapy emr software, and how much does a physical therapist manager make.

Physical Therapy Management Software

Physical therapy management software (PTM) is designed specifically for physical therapists, chiropractors and other healthcare professionals to help with managing their practices. Physical therapy software can automate many of the manual tasks you perform each day, freeing up time that can be spent on patient care or marketing. The following are some of the main functions that you can expect from PTM software:

Practice Management Features

  • Practice management features are the most important. The practice management software you choose should allow you to easily manage your patient appointments, billing and collections, insurance claims, refills and more. Practice management features also help with integrating other systems into your clinical workflow.
  • Ease of use is a must for in-house use or for employees who don’t have time for complicated technology training. Systems that are simple enough for new hires yet powerful enough for seasoned professionals offer the best ROI when it comes to investing in PTM software.


When it comes to billing, you need a software that makes the process easy, such as by allowing you to bill for services and supplies without having to send out invoices manually. With PTMS, you can quickly add charges for each patient who visits your practice and set up automatic reminders when payments are due. You’ll also be able to track revenue in an effortless manner while keeping an eye on cash flow and creating reports that allow you review all activity in one place.

The billing capabilities of PTMS include:

  • Billing patients based on their insurance coverage information; including auto-billing (past due) or manual billing
  • Creating custom pricing structure based on payer type (e.g., Medicare or private insurance) or category (e.g., clinic visit versus home visit)​


Schedule is the only scheduling software that makes it easy to manage all of your appointments, from the moment patients book their first visit to when they complete their final session.

  • Schedule sends out appointment reminders and helps you avoid no-shows.
  • Schedule gives staff a way to see what appointments are coming up, so they can make sure everything runs smoothly.
  • Reschedule or cancel an appointment with one click from any device, including mobile devices (iOS and Android). With Schedule’s streamlined cancellation process, you can put patients back on the schedule as soon as possible instead of trying to find another day for them at a later date.
  • Book new appointments in seconds using patient data already entered into your database (name, address, phone number), eliminating tedious typing and reducing errors.


Once you’ve established a treatment plan, it’s important that you document your patient’s progress. This can be done in PTM software by tracking their outcomes and writing notes on their progress. The software allows you to log these outcomes as they occur, allowing you to better track the recovery process of each patient.

The documentation features of PTMS also allow you to keep track of your own professional development. As part of this feature, patients will rate their experience with physical therapy at the end of each session. You can then use this information when assessing and improving upon how well your practice is performing.

Automation Tools

By using automation tools, you will be able to increase efficiency and save time. This means that your patients will be seen faster. You can also reduce the amount of work you have to do by automating some aspects of your job.

For example, if you are using a physical therapy management software to manage your clinic’s scheduling process, then this tool could automatically send appointment reminders via email and text message. That way, patients won’t forget about their appointments!

If you want more information about how automation tools can help improve patient care in your practice (or any other business), check out “What Is Automation? Why Should I Care? How Do These Tools Help Me Achieve My Goals?”

PTM software is designed specifically for physical therapists, chiropractors and other healthcare professionals to help with managing their practices.

Physical Therapy Management Software (PTM software) is designed specifically for physical therapists, chiropractors and other healthcare professionals to help with managing their practices. PTM software helps you to manage your practice more efficiently and effectively by automating time-consuming tasks such as scheduling patients, collecting payments, generating reports and more.

best physical therapy software

What to Look for in a Physical Therapy Practice Management Software

As a physical therapist you want to be as organized and efficient with the business side of your practice as you possibly can. You want as much time as possible for what you love–patient care!

A Practice management software that is comprehensive and intuitive is critical to practice success, patient satisfaction, and professional growth.

PtEverywhere was created by physical therapists to make all of those goals possible on one comprehensive, intuitive software platform.

An Effective Physical Therapy Software System Should Save You Time

Remember, the purpose of a physical therapy software management system is to make your life easier, more organized, and more productive. From spending sessions with patients to documenting paperwork at the end of your day, you need a physical therapy software that can save you time, energy, and money.

The right system, however, can be tricky to find. Like buying a car, there is not a one-size-fits-all solution. Doing your research prior to making a decision is crucial.

Some may argue that a physical therapy management system is just another added expense for a physical therapy practice. What they don’t realize is that the right system can save you money, rather than cost you money.

Imagine if you could save 15+ minutes per patient everyday.

That’s hours shaved off your weekly schedule; hours that could be spent tending to patients.

Spending more time with your patients will ultimately lead to more revenue coming into your practice.

As a physical therapist, you have a lot to juggle at once, just like all other healthcare providers. Utilizing a software program that has everything you need in one place can ease time pressure and allow you to place your focus on patient care. 

What Features Should a Good Physical Therapy Practice Management Have?

The ideal physical therapy practice management software should include several functions:

These are some of the main features that a physical therapy practice management software should include in order to ensure that you will have everything you need in one place. You don’t want to outsource any functions if you possibly can avoid it.

Here are some of the main things you should consider when purchasing a physical therapy practice management software for your business.

1. Scheduling

Keeping an organized schedule as a physical therapist is extremely vital to ensure that you make the most out of your time, as well as your patient’s time.

Having a software system that has an intuitive scheduling feature that shows both you and your patients’ your availability is crucial. It allows your patients to feel like they have options for fitting PT into their busy lives.

A scheduling feature allows your patients to choose their preferred times and providers. It also allows them to feel like they have some control over their health journey.

Your software should also allow you to send confirmation emails when a client books as well as reminder notifications leading up to the appointment.

A good schedule program helps your patients remember their appointments and cuts down on cancellations and missed appointments.

With the right scheduling program, you can view your schedule as a weekly timeline or in a monthly view. Your scheduling feature allows you to plan ahead in an organized way.

2. Charting/EMR

Keeping track of medical records is critical to practice success. You need an intuitive, accessible, and reliable  electronic medical record system.

Medical record keeping is one of the main perks of a physical therapy practice management software.

An effective EMR system should simplify the task of charting. It must also ensure HIPAA compliance for patient security.

A well designed EMR program allows you to create templates that are easy to duplicate and reference.

It should also permit you to upload documents seamlessly, and be able to share information with your patients easily. 

The EMR is a function where the software should be nearly perfect.

3. Payments

Keeping track of payments and everything that accompanies the billing process can seem exhausting. That is  why a simple and direct software payment system is vital.

The payment system within your management software should be able to improve your collection efficiency by providing invoices that are prefilled with patient information and can be easily submitted for insurance reimbursements.

You need easy payment automations. Secure payments. Membership options.

All of these details are important for an accurate and efficient payment portal.

4. Patient Portal

Your software management system must have an easy-to-use patient portal. Your patients need an easy way to connect with you and you. an easy way to connect with them. Patients need to feel confident that their information is confidential and secure. 

A customizable patient portal allows you to fully personalize a patient’s portal in order to permit them to include everything about their own unique health story. And you want to be able to customize their individualized plan of care.

Through a patient portal, a client should be able to easily book appointment. This makes your job easier since all of their information will automatically be included in their request.

Everything. Should. Be. Paperless.

The days of storing the hundreds of pages you may accumulate on each patient journey are gone. No more racks of patient files. Furthermore, an electronic management system allows your patients to sign everything online and stores it for your records, too.

5. Telehealth

Prior to the COVID-19 pandemic, telehealth was not something that was often advertised or predominantly used by healthcare providers.

Now, telehealth is a selling point in many physical therapy practice management systems.

Having a software that supports telehealth visits efficiently and seamlessly is something that many providers are seeking.

Telehealth took the world by storm when meeting face to face meant a risk of spreading infection during the pandemic. Providers and clinics had to think outside of the box on how to meet with patients and provide regular care.

Telehealth allowed (and still allows) physical therapists to practice safely to patients.

physical therapy emr software

Physical Therapy Documentation Software

A common problem faced by practitioners today is lost or misplaced documents and records. Apollo Physical therapy EMR software ensures a smooth sailing for all the documentation required in your day-to-day work flow by generating electronic documents that are easily stored, synced and backed up. This gives you easy access to all files pertaining to one patient in a simple, relevant platform, saving your time and increasing your productivity levels.

Configurable Template

Apollo documentation software for physical therapy includes various templates to choose from that can meet any of your documentation needs. Each template can be customized with ease depending on the practitioner’s taste and type of therapy. The template structure can be a simple form or more complex with the name, logo and business details included. You are the one who are using it, so you stay in complete control of the EMR.

Integrated email and fax ability

In keeping with our privacy policies, all online communications are securely encrypted using a HIPAA compliant protective shield. All notes and faxes can be sent through electronic means, saving tons of paper waste and giving you the liberty of using multiple devices simultaneously to get your work done efficiently.

Fast Documentation

All the options available for documentation on Apollo Practice Management is streamlined to one patient file. Be it treatment notes, reports, or To Do’s all of your patient records can be called up in seconds and updated or mailed without any need for additional work.

Paperless Freedom

Our physical therapy documentation software allows you to upload your scanned documents, patient handouts or care plans into a cloud system that can be backed up securely, eliminating your need for paper records. These files can then be added to your patient records and called up and conveniently downloaded anytime from any device.


To help you with Medicare and other payer compliance, Apollo Physical therapy EMR software includes PQRS reporting, formally known as PQRI. Our software helps to overcome penalties and collect incentives by making sure your practice is PQRS compliant. Our claims scrubbing application sends you alerts, notifications, and reminders to ensure that each claim denial is more efficiently addressed and is compliant and error free before submission.

Billing in SOAP notes

Charge entry is always a controversy in many clinics. Apollo has found that each and every clinic does it a different way. Apollo has many ways to enter a charge entry and we are adding yet another way for ease for the clinic. We are posting charge entry right into the note, such that it will show up on the bill and it will show up in the note. This allows Apollo clients to do two tasks at once. Being able to add a charge and the actual entry will be entered through a billing code translator. This translator will allow a therapist (that may not know billing) to enter the right CPT code. In addition that charge will show up in the treatment note with a description of your own liking.

Quick view for your notes

SOAP view allows you to look at the entire note in a Vertical fashion. This is very easy to read and you can keep all sections open (Subjective, Objective, Assessment, Plan, Billing, PQRS, G-codes). Just press edit at end of each section and it will allow you to edit that particular section before finalizing the note.

PQRS codes

PQRS codes are within the note. As you fill out the Initial Evaluation (which is the only place for the PQRS codes) the PQRS codes get reported with your CPT codes for the Initial Evaluation. This assures that you will not miss recording your PQRS codes, which easily can happen if they are not integrated within the note.

FLR codes

FLR codes with the modifiers at the end of the FLR code(also known as G-codes) are on a tab within the notes section of Apollo. This is a seamless approach to report for CMMS your “G” codes every 10 visits. This not only assures payment but having the severity code built within the G-code makes it easier to report.

Quick text in notes

Quick texts enable you to pre-fill areas of the notes with whole phrases or sentences (minus key measurements) and save per body part. This will allow to open up a note (regardless of who it is) and reuse these common sentences and phrases with ease. By customizing notes you will be able to set up your quick texts for your practice the way you want.

SOAP Templates

SOAP Templates allow for full customization of SOAP notes, create forms, sections, descriptions, comments on your own. This is truly the ultimate option to create SOAP notes effectively with the least possible effort and a significantly reduced chance of error.

how much does a physical therapist manager make

How much does a Physical Therapist Manager make?

As of Dec 20, 2022, the average annual pay for a Physical Therapist Manager in the United States is $99,506 a year.

Just in case you need a simple salary calculator, that works out to be approximately $47.84 an hour. This is the equivalent of $1,913/week or $8,292/month.

While ZipRecruiter is seeing annual salaries as high as $154,000 and as low as $60,500, the majority of Physical Therapist Manager salaries currently range between $82,000 (25th percentile) to $114,500 (75th percentile) with top earners (90th percentile) making $141,500 annually across the United States. The average pay range for a Physical Therapist Manager varies greatly (by as much as $32,500), which suggests there may be many opportunities for advancement and increased pay based on skill level, location and years of experience.

Based on recent job posting activity on ZipRecruiter, the Physical Therapist Manager job market in both Lagos, NG and throughout the entire state of is not very active as few companies are currently hiring. A Physical Therapist Manager in your area makes on average $99,506 per year, or the same as the national average annual salary of $99,506. ranks number 1 out of 50 states nationwide for Physical Therapist Manager salaries.

To estimate the most accurate annual salary range for Physical Therapist Manager jobs, ZipRecruiter continuously scans its database of millions of active jobs published locally throughout America.

Find your next high paying job as a Physical Therapist Manager on ZipRecruiter today.

What are Top 10 Highest Paying Cities for Physical Therapist Manager Jobs

We’ve identified 10 cities where the typical salary for a Physical Therapist Manager job is above the national average. Topping the list is New York City, NY, with San Mateo, CA and Boston, MA close behind in the second and third positions. Boston, MA beats the national average by $12,179 (12.2%), and New York City, NY furthers that trend with another $18,344 (18.4%) above the $99,506 average.

With these 10 cities having average salaries higher than the national average, the opportunities for economic advancement by changing locations as a Physical Therapist Manager appears to be exceedingly fruitful.

Finally, another factor to consider is the average salary for these top ten cities varies very little at 7% between New York City, NY and Quincy, MA, reinforcing the limited potential for much wage advancement. The possibility of a lower cost of living may be the best factor to use when considering location and salary for a Physical Therapist Manager role.

CityAnnual SalaryMonthly PayWeekly PayHourly Wage
New York City, NY$117,850$9,820$2,266$56.66
San Mateo, CA$113,504$9,458$2,182$54.57
Boston, MA$111,685$9,307$2,147$53.69
Daly City, CA$111,609$9,300$2,146$53.66
Berkeley, CA$111,005$9,250$2,134$53.37
Renton, WA$110,429$9,202$2,123$53.09
Green River, WY$110,339$9,194$2,121$53.05
Santa Monica, CA$110,088$9,174$2,117$52.93
Juneau, AK$109,844$9,153$2,112$52.81
Quincy, MA$109,171$9,097$2,099$52.49

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