01
Front desk and scheduling.
Recurring visits booked for the plan of care, reschedules handled the same day, and reminder calls that cut cancellations and no-shows.
Physical therapy
Virtual assistants and billing for physical therapy clinics.
Physical therapy billing and a virtual front desk in one: HIPAA-compliant assistants who keep plans of care on schedule, track visit authorizations, verify insurance and get claims paid, so your therapists can stay with patients.
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Physical therapy billing
What does physical therapy billing and front desk support cover?
HelpSquad provides HIPAA-compliant virtual assistants for physical therapy clinics who run the front desk, verify insurance, track visit authorizations and handle billing and claims.
What does it cover?
Plan of care scheduling and reminders, insurance verification, visit authorization tracking, physical therapy billing and claims, and Medicare details like plan of care certification and the KX modifier.
What does it cost?
$8 to $10 an hour for billing and back office work, and $10 to $13 an hour for patient-facing work like phones and scheduling, on a full-time schedule. Part-time schedules are quoted individually, and there are no replacement fees. See pricing.
What stays in-house?
Evaluations, treatment and plan of care decisions stay with your therapists. Read what a physical therapy virtual assistant does, and what stays in your clinic.
Why PT clinics work with HelpSquad
Fuller schedules. Cleaner claims.
Four pressure points physical therapy clinics bring to us. Every engagement starts by mapping the visits and claims that cost your clinic the most today.
73%
73% of physical therapy patients in one large study missed or canceled at least one visit during their care. The study followed 444,995 musculoskeletal patients at a national PT provider with 828 US clinics, and 51% had already missed or canceled a visit within their first seven appointments. Because PT care runs over many visits, every missed one puts the plan of care, and the revenue behind it, at risk.
01
Plans of care that stay on schedule.
PT patients come in two or three times a week for weeks. Recurring visits booked to the plan of care, reminder calls and quick reschedules keep a missed visit from turning into a patient who drops off the plan.
02
Authorizations that never run out mid-plan.
Visit limits and authorization counts tracked against every visit, with re-authorization requested before the last approved visit, not after it.
03
Claims built for therapy rules.
Timed codes, the 8-minute rule and Medicare modifiers handled by a back office team trained on physical therapy billing.
04
A front desk that answers.
New patient calls, scheduling and insurance questions answered live by HIPAA-certified assistants, from $8/hr for full-time staffing (part-time schedules are quoted individually), while your clinic team stays with patients.
How we support physical therapy clinics
What does a physical therapy front desk and billing team handle?
Six lanes of support. Start with the front desk or billing, then add the rest as you grow.
02
Insurance verification.
Coverage, copays, deductibles and yearly visit limits confirmed before the evaluation, so patients know what they will pay.
03
Visit authorization tracking.
Approved visit counts tracked as the plan of care runs, and re-authorization requested before visits run out so care is not interrupted.
04
Physical therapy billing and claims.
Claims submitted with the right timed codes and modifiers, denials worked and appealed, payments posted and patient balances followed up.
05
Medicare compliance details.
Plan of care certification dates tracked, and the yearly Medicare threshold tracked per patient, with claims flagged for the KX modifier so your therapist can confirm the documentation supports it.
06
Trained on your system.
Your assistant is trained on your PT software and EMR during onboarding, and works inside it on a HIPAA-compliant virtual desktop.
Physical therapy billing services
Physical therapy billing services built for therapy rules.
Physical therapy medical billing has rules that general billers miss. Whether you work with a physical therapy billing company or a dedicated billing assistant inside your own software, these are the details that decide whether claims get paid.
- The 8-minute rule. Medicare timed codes follow the 8-minute rule, which sets how many units can be billed from the total treatment time.
- The KX modifier threshold. For 2026 the Medicare threshold for physical therapy and speech therapy combined is $2,480 per patient. Above it, the claim needs the KX modifier to show the care is still medically necessary, and claims without it are denied. Past $3,000 in a year, claims can also be selected for Medicare's targeted medical review, so the documentation has to hold up.
- Plan of care certification. Certification and recertification dates tracked, with plans of care flagged for signature before they lapse.
Sources: CMS 2026 Medicare Physician Fee Schedule final rule summary and CMS 2026 therapy threshold update.
HIPAA
Protected from the first call.
Every assistant handles patient information under a company-level agreement, on a secure virtual desktop, trained on HIPAA before they touch a record.
- BAA signed between your practice and HelpSquad, not with an individual contractor.
- Work happens on a HIPAA-compliant virtual desktop, never on a personal computer.
- No copy, paste or download of patient information, and single-user logins only.
From phones to claims
Practice operations, handled.
If your clinicians are doing it, your front desk is drowning in it, or your last vendor dropped the ball on it - we staff for it.
Appointment Scheduling
Phones answered, calendars filled, no-shows reduced. 24/7 if you need it.
Patient Intake
New-patient forms, eligibility, insurance capture - clean before the visit.
Insurance Verification
VOBs, eligibility, benefit breakdowns. Done before the appointment.
Prior Authorization
Documentation, payer follow-up, and approvals tracked to the finish.
Medical Billing & Claims
Posting, EOBs, AR, appeals, collections - the full revenue cycle.
Denial Management
Root-cause review, appeals, resubmissions. Recovered revenue, faster.
After-Hours Coverage
Evenings, weekends, holidays. Your team off-call.
Telehealth Coordination
Setup, reminders, tech-issue triage, no-show recovery.
Medical Scribing
Real-time and async charting. Clinicians out of the EHR after hours.
Healthcare
Not only are our patients happier as we provide around-the-clock professional support, but as a business owner I am also happy due to how inexpensive the service is. The quality is also outstanding.
Medical Practice Owner
3 VAs across front desk, scheduling, and billing
Services at a glance
Everything a physical therapy clinic needs covered.
Six services. Start with one and add the rest as you grow.
01
Medical Billing and Claims →
Physical therapy claims, timed codes, modifiers, denials and payment posting handled by a trained back office team.
02
Insurance Verification →
Coverage, copays and yearly visit limits confirmed before the first evaluation.
03
Prior Authorization →
Visit authorizations requested, tracked and renewed before the approved visits run out.
04
Appointment Scheduling →
Recurring plan of care visits booked, confirmed and rescheduled, with reminder calls to cut cancellations.
05
Virtual Medical Assistants →
A dedicated, HIPAA-trained assistant for your clinic, covering phones, scheduling, intake and back office work.
06
Call Center Teams →
Live answering for new patient calls and reschedules, with overflow coverage when your front desk is busy.
Transparent pricing
Simple rates. Nothing to hide.
We publish our rates because we're proud of them. No hidden fees, no bait-and-switch. The rates below are for full-time schedules; part-time engagements start at 20 hours per week and are quoted individually. Every rate includes our HIPAA-compliant technology and the backing of a US-based company.
$8-$13/hour for full-time staffing.
Managed teams custom-priced. Part-time schedules are quoted individually
Managed teams custom-priced. Part-time schedules are quoted individually
$0
Upfront cost
$0
Implementation fees
$0
Replacement costs
Back Office (Digital)
$ 8-10
per hour | digital-only · email + chat
- Billing, claims, AR, data entry
- Admin, research, scribe
- Experienced on your EHR
- HIPAA BAA + virtual desktop
- Dedicated account manager
Most popular
Patient-Facing (Voice)
$ 10-13
per hour · phone + video
- Front desk, scheduling, intake
- Experienced on your EHR
- Screened for clear US-patient communication
- HIPAA BAA + virtual desktop
- Dedicated account manager
Managed Team
Custom
3+ VAs · team lead + QA + trainer
- Fully managed (3+ VAs)
- Specialty: clinical or RN-equivalent
- Workforce management, QA, training & coaching
- Monthly analytics reporting
- Dedicated account manager
Ready to get started?
More time with patients. Fewer lost visits.
Physical therapy clinics run on full schedules, current authorizations and clean claims. HelpSquad Health covers the front desk and the billing around every visit so your therapists can stay with patients.
Talk with us and we will scope the role around the visits and claims costing your clinic the most today.
Frequently asked
Answers before you ask.
How much do physical therapy billing services cost with HelpSquad?
For full-time staffing, $8 to $10 an hour for billing and back office work, and $10 to $13 an hour for patient-facing work like phones and scheduling. Part-time schedules are quoted individually. There are no replacement fees, and typically no setup fees. See full pricing.
Can your team track visit authorizations so we don't run out mid plan of care?
Yes. The assistant tracks approved visits against every appointment and requests re-authorization before the last approved visit, so treatment is not interrupted by an expired authorization and visits are far less likely to be denied for running past it.
Do your assistants work inside our PT software or EMR?
Yes. Your assistant is trained on your physical therapy software and EMR during onboarding and works inside it through a HIPAA-compliant virtual desktop, with no copy, paste or download of patient information.
Will you sign a BAA?
Yes. HelpSquad signs a company-to-company HIPAA Business Associate Agreement with your clinic before any assistant touches a patient call or record.
Healthcare
How a Physical Therapy Virtual Assistant Can Transform Your Practice
A physical therapy virtual assistant handles scheduling, insurance verification, billing follow up, and patient communication so your therapists stay with patients. Here is what they take on, what stays in house, and what it costs.
Insurance Eligibility Verification Checklist: 12 Steps Front Desk Staff Should Follow
Three things front desk staff believe. Myth or fact? Call each one, then see how other readers called it.
What Is Prior Authorization? How It Works, Timelines, and How to Speed It Up
Three prior authorization beliefs. Myth or fact? Call each one, then see how other readers called it.
Ready to get started?
Let's build the team your physical therapy clinic needs.
A 30-minute call. We'll listen to the work, scope the role, and tell you honestly if we are a fit.
877-775-3667 · info@helpsquad.com · Doylestown, PA