The No Surprises Act: What You Need to Know

If you’re reading this sentence, you just won $1,000!

Wow, I bet that got your attention! Sorry, no, you didn’t win anything, but if you had, you’d feel incredible. In fact, even if you’d won $1, you’d still feel great, simply because the prize was unexpected.

An unexpected windfall is likely at the top of the list of good surprises. But do you know what is not at the top of the list of good surprises? Medical bills.

What’s no surprise, then, is that two-thirds of US adults worry about being able to afford these unanticipated medical bills. It’s a problem that concerns so many patients that it now has the attention and action of both state and federal governments. To help solve this problem, Congress signed the No Surprises Act into law.

As its name suggests, the No Surprises Act establishes patient protection against most surprise medical bills from out-of-network, emergency service, and air ambulance providers.  Two of the major provisions affecting providers – the good-faith estimate and balance billing requirements – became effective as of January 1, 2022.

The Good Faith Estimates (GFEs) or cost estimate provision likely concerns you the most, but don’t worry. This is where PtEverywhere can help. In fact, you can skip right to our toolkit and how-to video available in our Help Center. We’ve designed templates to automate the entire process and keep you compliant with the law!

If you’re still with me, let’s discuss GFEs a bit more.

Good-Faith Estimates

The good-faith estimate is just what it sounds like. This provision requires providers to provide uninsured and self-pay patients with a good-faith estimate of the expected charges prior to providing services. This lets patients know how much they can expect to pay for a service beforehand-thus eliminating surprise bills (i.e. bad surprises).

What must be included in the Good Faith Estimate?

You’ll see in our how-to video that PtEverywhere created forms that show editable GFE recommendations. This includes individual services that are provided in an encounter, line-item descriptions of services, procedure codes, diagnosis codes, and more.

The goal here is transparency. Estimates should be in writing and included in the patient’s record. You are not required to include in the estimate charges for unanticipated items or services that are not reasonably expected.

Once services are completed, if the actual cost exceeds the estimate by more than $400, the patient may dispute the medical bill.

If your clients’ needs differ from what you initially estimated, you can update the GFE to address this new information and recommendations.

How can PtEverywhere help you?

We’ve created an easy-to-use toolkit in our Help Center that includes our How-to video. The video details how to use the PtE app and forms to make sure you stay compliant with the No Surprises Act.

This includes:
• Templates and explanations
• Procedure and Diagnosis codes
• Easy-to-use patient portals
• Document automation
• Web and mobile app delivery
• Secure patient card payments
• Low payment processing rates

With PtEverywhere, our multi-functional software means no bad surprises for you or for your clients.

About PtEverywhere

PtEverywhere (think “Physical Therapist Everywhere” AND “Patient Everywhere”) was founded with an athlete’s mindset and a lofty objective: to create a new paradigm for physical therapists and patients, one with a modern approach to using technology to create a new level of interactive communication between physical therapists and their patients, while also accelerating therapist and patient successes, both inside and outside of the clinic.

PtEverywhere is the next wave of inpatient care. With the all-in-one physical therapy practice management software system, therapists can streamline their client communications, ensure patient compliance, and reduce overhead – all from one mobile cross-platform solution.

Tennis Championship Sponsored by PtEverywhere

PtEverywhere sponsors UTR Invitational

Annual Triangle Tennis Academy Championship hosted in Raleigh-Durham

DURHAM, NC, September 27, 2021 – Members of the PtEverywhere team gathered at Elmira Avenue Park this past weekend to provide sponsorship, support, and participation in the Triangle Tennis Academy UTR Invitational.

“We are honored to have PtEverywhere as partner and sponsor for the annual Triangle Tennis Academy UTR Championship.  This is definitely a great measure of support for us and tennis players across our community,” said Kabiru Ibrahim, head coach and founder of Triangle Tennis Academy. “We look forward to continuing working together and we are very appreciative for all of the work that PtEverywhere does for athletes in North Carolina and beyond.”

PtEverywhere continues efforts to engage local athletic communities and give back through various competitive events.  In addition to promoting outdoor exercise ahead of the winter season, this event served as an opportunity to expand local interest for the sport of tennis.

“Professional athletes, youth athletes, and weekend warriors rely on the PtEverywhere software solution for achieving their physical therapy, movement, and function personal goals,” said Jonathan Davis, Director of Sales at PtEverywhere. “This is more than just a mobile EMR.  We are thrilled to see such a significant impact from the PtEverywhere patient portal across local athletic communities and across the globe.  Having an opportunity to plug in to the UTR Invitational this weekend was a natural fit and a first-class experience.”

More information about Triangle Tennis Academy can be found here.


About PtEverywhere

PtEverywhere (think “Physical Therapist Everywhere” AND “Patient Everywhere”) was founded with an athlete’s mindset and a lofty objective: to create a new paradigm for physical therapists and patients, one with a modern approach to using technology to create a new level of interactive communication between physical therapists and their patients, while also accelerating therapist and patient successes, both inside and outside of the clinic.

PtEverywhere is the next wave in patient care. With the all-in-one physical therapy practice management software system, therapists can streamline their client communications, ensure patient compliance, and reduce overhead – all from one mobile cross-platform solution.

PtEverywhere Sponsors Fundraiser for Sgt. Rick Leach

Community icon needs live-saving double lung transplant

Fundraising underway for the first-ever 25-year veteran of Holly Springs PD

HOLLY SPRINGS, NC, July 19, 2021 – For 25 years, Sergeant Rick Leach defended and protected the community of Holly Springs, North Carolina before retiring in November of 2018. He remains a revered pillar of Holly Springs and surrounding areas thanks to his selfless service and unmistakable smile.

Sergeant Leach now relies on this same community and beyond as his family and friends are raising funds for an urgently needed double lung transplant.

Leach and his wife Jann learned the news last year that his hardening lungs are deteriorating as he suffers with Pulmonary Fibrosis. The need for a double lung transplant is crucial, as there is no cure for this serious disease.

Currently under the care of Duke Hospital, fundraising has begun to address the substantial costs of surgery, lifelong medications, and medical expenses. PtEverywhere is proud to join in these efforts and spread the word about this very worthy cause.

“On August 9th, we are sponsoring Links for Leach at Devils Ridge Golf Club,” said Michael Le, Chief Executive Officer at PtEverywhere. “Each of us has a responsibility to serve the community we call home. Sergeant Leach dedicated a quarter of a century to outstanding service with the Holly Springs Police Department, and it’s now our turn to give back to him during this time of great need.”

More information about the tournament can be found here.


About PtEverywhere

PtEverywhere (think “Physical Therapist Everywhere” AND “Patient Everywhere”) was founded with an athlete’s mindset and a lofty objective: to create a new paradigm for physical therapists and patients, one with a modern approach to using technology to create a new level of interactive communication between physical therapists and their patients, while also accelerating therapist and patient successes, both inside and outside of the clinic.

PtEverywhere is the next wave in patient care. With the all-in-one physical therapy practice management software system, therapists can streamline their client communications, ensure patient compliance, and reduce overhead – all from one mobile cross-platform solution.

PtEverywhere Participates in PT Virtual Summit

RALEIGH, NC, May 7, 2020 – PtEverywhere’s Jeff Vajay and Jonathan Davis joined Dr. Becky Allen, owner of Genesis PT & Wellness, in Breakthrough PT Marketing’s Virtual Summit, hosted by Abbe Klein.

The event focused on discovering how to best navigate through crisis, lead your staff, patients and community and rebuild stronger than ever.

Dr. Allen launched her Dallas-based women’s health and pelvic floor physical therapy practice in Summer 2019.  She described the overwhelming task of juggling systems for medical records, intake forms, scheduling, payments, and home exercises before discovering PtEverywhere.  “The best thing ever is that (PtEverywhere) is all in one program and the app is so easy to use.  I use it on my phone and on my iPad.  If I’m on the computer, I use the browser – and they all work seamlessly.  My patients love it.  They comment all the time how easy it is.”

Amid the recent global health crisis, Dr. Allen also began implementing telehealth visits into her clinic through PtEverywhere.  She explains, “It’s just been really cool to hone my skills with telehealth, and we’re kind of forced into it with this pandemic right now…  It’s really made me a stronger clinician overall, because I’ve been able to learn how to help (patients) help themselves more than relying on solely manual treatments.”

Following more in-depth questions and answers with Dr. Allen, Vajay concluded, “If you’re looking for something that can make your life easier and cut down on your admin time, I encourage you to come talk to us.”


About PtEverywhere

PtEverywhere (think “Physical Therapist Everywhere” AND “Patient Everywhere”) was founded with an athlete’s mindset and a lofty objective: to create a new paradigm for physical therapists and patients, one with a modern approach to using technology to create a new level of interactive communication between physical therapists and their patients, while also accelerating therapist and patient successes, both inside and outside of the clinic.

PtEverywhere is the next wave in patient care. With the all-in-one physical therapy practice management software system, therapists can streamline their client communications, ensure patient compliance, and reduce overhead – all from one mobile cross-platform solution

Patient Payments During the Global Health Crisis

RALEIGH, NC, April 23, 2020 – Tom Cooley, founder of Go CardConnect, joined PtEverywhere’s Jonathan Davis in a webinar to discuss physical therapy patient payments during today’s global health crisis.

In this webinar, Tom and Jonathan discuss telehealth, integrated secure payments, a new bluetooth swipe device, PtEverywhere’s patient portal, and PCI Compliance.

Tom explained, “People are just evaluating their overall process of how their practice is operating and how it’s working. They’re looking at everything, and they want to look at everything from a holistic perspective and streamline things to make their lives easier.  And now is a great time; when there’s a pause.”

Jonathan added, “A lot of people view PtEverywhere as a scheduling system and as an EMR system. In fact, we were recently named the top rated EMR among other physical therapy EMR systems… In this time, we’re getting a huge demand for our telehealth and remote programming features. Therapists are still able to provide education, instruction, and guidance through video chat and home exercise programs within the PtEverywhere patient portal.  We’re in a time period where everyone has to adapt, and it’s very reassuring to know that PtEverywhere was already equipped to allow you to do so.”


About PtEverywhere

PtEverywhere (think “Physical Therapist Everywhere” AND “Patient Everywhere”) was founded with an athlete’s mindset and a lofty objective: to create a new paradigm for physical therapists and patients, one with a modern approach to using technology to create a new level of interactive communication between physical therapists and their patients, while also accelerating therapist and patient successes, both inside and outside of the clinic.

PtEverywhere is the next wave in patient care. With the all-in-one physical therapy practice management software system, therapists can streamline their client communications, ensure patient compliance, and reduce overhead – all from one mobile cross-platform solution

The results are in: PtEverywhere rated top EMR in customer satisfaction and technology leadership

PtEverywhere received top marks by customers in UpDoc Inc.’s recently released 2020 EMR Wish List Survey.

The company’s platform was given a “10,” the highest ranking, across several categories, including overall recommendation, pricing, and capabilities in documentation and billing. Survey respondents included a mix of clinicians and clinic managers.

While UpDoc’s survey was specific to EMR (Electronic Medical Records) systems, PtEverywhere offers much more than that. Its platform is an all-in-one Physical Therapy Practice Management solution with scheduling, messaging, billing, and telehealth features.

In fact, telehealth is on everyone’s minds these days, as the global health crisis related to Covid-19 forces many health professionals to evaluate how they can help patients. When reached for comment on UpDoc’s survey, Michael Le, CEO of PtEverywhere, was excited and grateful for the high marks, and he praised PtEverywhere’s leadership for its forward-thinking design features.

Said Le, “We’re thrilled to receive such high marks from our customers, and it’s always nice to be recognized for our hard work. Our goal at PtEverywhere is to be customer-centric and patient-centric, and we are always looking forward in terms of what we are building into the platform and how it can help patients.”

“For instance, we built a telehealth feature into the software. A year ago, that was a ‘nice-to-have’ feature. Now, it’s an absolute necessity. Using our telehealth capabilities, therapists can continue to help patients, even if they’re not in the room with them. Evaluations, demonstrations, adjustments, and more are all possible from a safe and convenient distance, through the web or an app on your phone. Furthermore, therapists can edit and complete their treatment notes within the software simultaneously during the telehealth sessions.”

Seems like the survey respondents and Le agree: PtEverywhere really is the best way to connect to your patients.

Save Time, Money & Improve Patient Care with Auto Messaging

Automated Messaging Can Save Time, Money and Improve Patient Care

There’s a saying that “Time is money,” and nowhere is this more evident than in the healthcare industry where late appointment cancellations and missed appointments are common. According to a recent study, missed appointments cost the U.S. healthcare system an unbelievable $150 billion.

How can that be? Let’s consider that each open, unused 60-minute time slot can cost a PT clinician an average of $150. With no-show rates running as high as 30% nationwide, that $150 billion figure almost seems conservative.

While missed appointments and late cancellations are costly and frustrating for physical therapy practice owners, patients also suffer. When a patient cancels or misses his or her appointment, that means that one patient is not receiving the medical treatment he or she needs, while another patient who needs treatment is unable to take that appointment slot and receive help.

What can be done to reduce cancellations and no shows?

Everyone knows that today’s world is more connected than ever. Technology has changed how we work, how we play, how we balance budgets and how we manage our lives. Utilizing technology to automate appointment reminders simply makes sense.

In the past decade, the single biggest change to business communications has been the growth of mobile phone use. That means businesses have had to change the way they reach their customers. 79% of Americans check their phones within fifteen minutes of waking up and most check their phones an average 150 times per day. Knowing that, it’s no surprise that businesses are concentrating on how to best reach clients on their mobiles.

This is why PtEverywhere’s Automated Messaging feature is so important to any clinic. Automated messaging has become one of the most effective methods for businesses to reach their customers and clients. A study at a family practice in Colorado showed that sending appointment reminders via text reduced the number of missed appointments by an impressive 40%. The same study revealed that nearly 100% of all text messages are opened within the first three minutes of being received.

Some patients may prefer to receive email reminders. Fortunately, PtEverywhere’s Automated Messaging feature offers something for everyone. The app offers patients the option to receive up to four different confirmations and four different reminders about their upcoming appointments:

– Email

– Push Notification

– SMS / Text

– In-App Notification

There’s no doubt that missed appointments and cancelations are bad for business and even worse for patients in a busy clinic. Nobody likes to waste time or lose money. Automated messaging can be a great addition to any clinic to remind patients of their healthcare appointments to save time, money and improve patient care. Try PtEverywhere’s Automated Messaging feature today.

Improve Patient Care with Telehealth

As with so much else in the digital age, our wearable fitness trackers already have the capability to transmit hundreds of thousands of bytes of data—from how we’re sleeping and how many steps we’re walking to our heart rates while we’re doing one or the other!

This constant source of information via bits and bytes, as well as the prevalence of telecommunication technology and channels, is now merging into an industry called Telehealth. It’s the next logical step in a healthcare evolution that’s moving beyond traditional offices and clinics and into people’s homes.

physical therapy telehealth software

Telehealth is more than just wearable fitness trackers. In fact, those fitness trackers aren’t necessary to a good telehealth program. So, don’t worry if you’re one of those people who doesn’t like counting steps. Telehealth is still for you.

In fact, PtEverywhere just launched the Telehealth feature of our Physical Therapy Practice management software, and here’s why we think it’s important for your clinic and your patients.

Benefits of Telehealth for Physical Therapy Clinics

According to a recent study by Research and Markets, the U.S. telehealth market is expected to grow by 27% over the next six years. That’s significant. But what does it mean?

Telehealth utilizes technology to enable remote patient and clinician contact, including care, advice, reminders, education, intervention, monitoring and remote admissions. There’s also opportunity for distance-learning meetings and presentations.

Telehealth could include clinicians discussing a case over video conference; a robotic surgery occurring through remote access; physical therapy done via digital monitoring and home monitoring through continuous sending of patient health data; client to practitioner online conference; or even videophone conversations during a consult or follow-up appointment.

By its very nature, telehealth is a patient-centric, outcomes-based model because patients and providers can connect much more efficiently, conveniently and economically. Removing the stress of office visits also helps patients relax and can encourage them to be more invested in their own health.

Bring telehealth to your PT clinic

That’s why PtEverywhere is so proud of our Telehealth feature. We pride ourselves on our commitment to patient-centric care that puts outcomes before insurance fees.

Our Telehealth sessions utilize technology to help you maximize your clinic time and put your patients’ progress at the center of your practice. Now you can connect with your patients in a secure, HIPAA-compliant environment, as well as share files, scans, videos, and more.

Try it, and you’ll see that our Telehealth feature is just one more piece of a very important puzzle that’s helping to put patient care back in healthcare.

pt clinic telehealth software

Patient Care Plans with Packages and Memberships

Sell and Track a Complete Plan of Care with Packages and Memberships

When patients understand your value, they will financially commit to your plan of care


PtEverywhere proudly enables customers to sell and track packages and memberships. In addition to Scheduling, Documentation, Payment Processing, Home Exercise Videos, Online Forms, and Messaging, we continue our efforts to deliver a complete, mobile solution to cash-based physical therapy.

“Physical therapists are increasingly offering packages or action plans to their patients,” said Jonathan Davis, PtEverywhere’s Director of Sales and Marketing. “PtEverywhere allows you to sell a pre-purchased number of sessions online, track the remaining sessions, and apply the initial purchase to a superbill for each individual visit. You can also set up recurring payments through the memberships feature.”

Patients cannot achieve their goals overnight, so it is important to share your plan and earn patients’ buy-in. Regardless of the complexity of the case, you can now clearly define the financial commitment required to reach those goals. By offering packages or memberships, you are setting expectations and greatly reducing the likelihood of patient drop-off.

Jeff Vajay, owner of Smart Athlete Physiotherapy, explains: “We do best when we sell plan of care packages. This creates more buy-in from patients and a stronger commitment toward achieving their goals. Each time patients are checked out in PtEverywhere, the invoice applies what they paid per session and provides a breakdown of CPT unit pricing. This is key because an advance purchase can often create accounting nightmares when giving patients superbills to submit for reimbursement. PtEverywhere handles all of that and tracks how many sessions are left. This gives me more time and energy to focus on patient care.”

CardConnect Co-Webinar

RALEIGH, NC, October 26, 2018 – Tom Cooley, Founder of GoCardConnect, joined PtEverywhere’s Jonathan Davis in a webinar to announce the company’s new partnership. PtEverywhere is now integrated with CardConnect for secure payments.

In this webinar, Jonathan presents the features of PtEverywhere and reveals the company’s integration relationship with CardConnect. Continuing PtEverywhere’s theme of both simplifying and enhancing the physical therapy patient experience, providers can securely store a patient’s “card on file” and process payments on the web or on the PtEverwhere app. Superbills are then automatically generated and sent to the patient’s portal.

Tom explained, “Most practices are growing. They want to grow; and in order to grow effectively, they need the tools in order to help them facilitate that growth. So that means automation. That means some other different functions that run their practice: their EMR, their Scheduling, their Messaging. Everything needs to be ultimately tied together. PtEverywhere was a great partner. It was a great solution by all sides.”

Jonathan added, “CardConnect has an incredible reputation throughout the physical therapy community, so our partnership makes perfect sense. Since Day One, PtEverywhere has been laser-focused on saving time and saving money for PT providers. We like to say, “Save your patience for your patients,” and this partnership enhances your ability to do more of that.”


About PtEverywhere

PtEverywhere (think “Physical Therapist Everywhere” AND “Patient Everywhere”) was founded with an athlete’s mindset and a lofty objective: to create a new paradigm for physical therapists and patients, one with a modern approach to using technology to create a new level of interactive communication between physical therapists and their patients, while also accelerating therapist and patient successes, both inside and outside of the clinic.

PtEverywhere is the next wave in patient care. With the all-in-one physical therapy practice management software system, therapists can streamline their client communications, ensure patient compliance, and reduce overhead – all from one mobile cross-platform solution