As the owner of a growing outpatient physical therapy clinic, I thought I had a decent billing process in place. We had a small in-house team, and our therapists documented everything thoroughly—or so I believed. But as our patient volume increased, so did our billing problems.
Before I knew it, our claim denials were piling up, cash flow was inconsistent, and staff morale was sinking under the weight of corrections and appeals. I realized we weren’t just losing time—we were losing money.
That’s when I made the decision to partner with Webill Health. Looking back now, I wish I had done it sooner.
The Problem: Denials, Delays, and Documentation Gaps
Our issues weren’t unusual, but they were persistent. Claims were getting denied for things like:
Missing or incorrect modifiers
Timed therapy codes that didn’t match documentation
Payers rejecting claims for “lack of medical necessity”
Medicare denials for incomplete progress notes
Even worse, many of the denials didn’t make sense to us. Our internal billing staff was experienced, but payer rules change constantly, and physical therapy billing is especially nuanced.
Appeals were taking up common PT modifier errors hours every week. Payments were delayed by 30–45 days on average. Patients were calling about unexpected balances. It felt like we were in a constant game of catch-up.
Why I Turned to Webill Health
After doing my research and talking to other clinic owners, one name came up again and again: Webill Health. They were known for specializing in rehab therapy billing—not just general medical claims. That was important to me.
I wasn’t looking for just a billing vendor. I needed a partner—someone who understood PT, OT, and speech therapy billing codes, modifiers, payer policies, and how to keep our practice compliant and profitable.
From the first consultation, Webill made it clear they knew exactly what needed to be fixed—and how to fix it.
What Webill Did to Fix Our Billing
1. Cleaned Up Our Coding and Modifiers
Webill’s team did a full review of our billing patterns and found common issues with our use of Modifier 59, GP modifiers, and billing timed codes. They corrected our errors and trained our therapists on how to document properly to support the codes we used.
2. Improved Our Documentation Process
They worked closely with our clinical team to align our evaluations, daily notes, and progress reports with payer expectations. We now have a consistent documentation template that helps us avoid denials before they happen.
3. Streamlined Our Submission Workflow
Webill built in payer-specific rules and edits to catch claim errors before submission. This drastically reduced the number of rejections we had to deal with and ensured faster payments.
4. Took Charge of Denials and Appeals
Any claims that still got denied were handled immediately by Webill’s team. They didn’t just resubmit—they crafted smart, well-supported appeals that actually worked. Our appeal success rate skyrocketed.
The Results: A Revenue Cycle Reborn
In less than three months, here’s what changed for our clinic:
Denial rate dropped from 18% to under 5%
Average payment turnaround reduced by 40%
Staff time spent on billing tasks cut in half
Improved cash flow and more predictable income
Not only are we making more money, but the stress level in our office has gone way down. My staff is happier, our patients have fewer billing questions, and I have more confidence in our financial future.
Bonus: Ongoing Support and Reporting
Webill doesn’t just “submit claims and disappear.” They provide detailed monthly reports, schedule check-ins, and alert us to upcoming regulatory changes that could affect how we bill.
They’ve even helped us prepare for audits and payer policy updates, keeping our compliance sharp and our risk low.
Final Thoughts
If you’re in physical therapy and feel like you’re working harder than ever—but getting paid less—you’re not alone. I’ve been there. But thanks to Webill Health, I no longer feel like billing is a burden.
They transformed our revenue cycle, gave us tools to document smarter, and helped us turn denials into payments. They brought order, accuracy, and speed to one of the most frustrating parts of running a clinic.
Webill Health didn’t just fix our billing—they fixed our business.
