What do PT, OT and speech therapy practices use for intake forms and plan-of-care renewals?
Last updated . Healthcare plan with a signed BAA. From $199 a month per practice. General information, not legal advice.
Most small therapy practices keep intake on paper or PDFs and track physician orders, plans of care and insurance authorizations in a spreadsheet beside the EHR. GetDocsSigned's Healthcare plan moves both online under a signed BAA: patients or parents fill out intake forms on a phone, and a tracker shows which orders are due, faxed, chased and received. It starts at $199 a month per practice.
Why do plan-of-care and physician-order renewals slip?
Every plan of care, physician order and insurance authorization has an end date, and the renewal waits on a physician's signature that usually travels by fax. When those dates live in a spreadsheet beside the EHR, nobody sees a lapse until a visit is already past the order's end date.
Practice pages: speech therapy and occupational therapy.
The Healthcare plan replaces the spreadsheet with a tracker built for renewals:
- A Due board. It shows which orders, plans of care and authorizations expire this month and in each half of next month. Overdue items stay on the board until a renewed order is received.
- One status per order. Due, sent once it is faxed, the date it was last chased, and received. A separate status marks when the physician needs a well-check before signing.
- Received sets the new end date. Marking an order received closes it and records the date the renewed order runs to.
- A daily email. It says how many orders need chasing, with a link to the board, and never names a patient.
- Built-in fax. Send the order request, and match the signed order that comes back in the fax inbox.
Completed forms and signed orders download as PDFs you file in the chart. There is no direct EHR integration.
Guides for therapy practices
By discipline
The intake, consent and records each kind of therapy practice collects.
- Physical Therapy Practice Forms: Digitize Patient Intake Without Per-Provider Software CostsWith per-provider software costs rising, physical therapy practices need a better approach to intake forms, consent documents, and compliance tracking.
- Occupational Therapy Clinic Paperwork: How to Digitize Intake, Consent, and Compliance Without an EHR OverhaulOT clinics juggle intake forms, consent documents, insurance authorizations, and compliance tracking. Here's how to go paperless for operations without replacing your clinical documentation system.
- Running a Speech Therapy Private Practice: The Business Operations Guide Nobody Gave You in Grad SchoolSLPs learn to treat speech disorders in grad school, not how to run a business. Here's how to set up a speech therapy private practice, build a schedule, choose a payer mix, and run the front office.
- Pediatric Therapy Practice Management: Forms, Consent, and Parent Communication for Growing ClinicsPediatric therapy clinics — speech, OT, PT, and ABA — answer to parents, schools, physicians and payers for every child. Here's how a multidisciplinary clinic runs intake, guardian consent, progress reports and physician orders without paper.
Physician orders, plans of care and authorizations
Keeping renewals from lapsing, and what one state Medicaid program asks for.
- Plan of Care and Physician Order Renewals: How to Track Them Before They LapseA lapsed plan of care or physician order can put weeks of billed sessions at risk. Here's a discipline-neutral way to track renewal dates, fax plans of care to physicians, and chase the signed copies back.
- NC Medicaid Prior Authorization for Outpatient Therapy: Orders, Plans of Care and Renewal Dates (2026)How NC Medicaid prior approval works for outpatient PT, OT and speech therapy in 2026: who to submit to for each plan, the six-month order, plan-of-care and authorization limits, and visit caps.
Questions practices ask
Is GetDocsSigned an EHR?
No. It does not do clinical notes, scheduling or claims. It handles intake paperwork and physician-order and authorization renewals, beside the EHR you already use.
Can it track a physician order from due to received?
Yes. An order shows as due on the board, is marked sent once it is faxed, shows the date it was last chased, and closes when it is received. Marking an order received sets the new end date.
Does it warn us before a plan of care or authorization expires?
Yes. The Due board shows what expires this month and in each half of next month, and overdue items stay on the board until a renewed order is received. A daily email says how many orders need chasing, with a link to the board.
Do patients or parents need an app or an account?
No. They open a link on their phone, fill out the forms and sign.
Does it work for physical therapy as well as speech and OT?
Yes. The same forms and tracker fit any outpatient therapy practice that needs physician orders, plans of care and insurance authorizations.
How much does it cost?
Healthcare accounts start at $199 a month per practice, with unlimited staff users. That includes the BAA and setting up your forms from your blank PDFs. Practices with several locations get a quote.
Bring your renewal list and your blank forms
Healthcare accounts start at $199 a month per practice, with unlimited staff users. That includes the BAA and setting up your forms from your blank PDFs. Practices with several locations get a quote.
Please don't put patient information in a regular or free account. General information, not legal advice: your practice still needs its own HIPAA risk analysis and policies. See what makes an online form HIPAA compliant.