Occupational Therapy Software for HIPAA Intake Forms and Plan-of-Care Renewal Tracking
By William Heath, founder of GetDocsSigned · Last updated
Keep your EHR. Replace the intake paperwork and the renewal spreadsheet.
- A BAA signed with every practice.
- Patient data kept in a dedicated HIPAA environment on AWS.
- Unlimited staff users.
GetDocsSigned gives occupational therapy practices HIPAA-compliant intake forms that clients and parents complete on a phone, plus a tracker for physician orders, plan-of-care certifications and insurance authorizations, with built-in fax. It runs beside your EHR, such as WebPT, Fusion by Ensora Health (formerly Fusion Web Clinic) or ClinicSource, and replaces the renewal spreadsheet. Healthcare accounts start at $199 a month per practice.
| Covered by our BAA (healthcare accounts only) | Not covered, never use for patient information |
|---|---|
| Healthcare forms and their submissions | E-signature envelopes and their signed documents |
| Patient records and files | Document packets |
| Fax: sending, inbox and matching to orders | Payments |
| Physician order and authorization tracker | The AI form builder (blank templates only) |
| Every regular or free GetDocsSigned account |
From $199 a month per practice.
What does an OT practice still do by hand after buying an EHR?
Two jobs usually stay on paper and spreadsheets: new-client paperwork and renewal chasing. Clients and parents get a packet to print or fill out in the waiting room. The office manager keeps a spreadsheet of every client's plan-of-care, physician-order and authorization end dates, faxes renewals to physicians, and re-checks the list for the ones that never came back.
The dates come from several directions at once. For Medicare clients, a physician or nonphysician practitioner certifies the outpatient plan of care, and it must be recertified when the plan changes significantly or at least every 90 days, sooner if the certified plan is shorter. Under the current rule, a written order plus proof that you sent the plan to the referring practitioner within 30 days of the evaluation can stand in for their signature on the initial plan. Medicaid plans and commercial payers set their own authorization periods and visit limits. Pediatric clinics also wait on pediatricians, who sometimes want a well-check before they sign.
A missed authorization or recertification can lead to denied visits. The speech therapy practice we built this with was faxing 15 to 20 renewal orders a month and re-checking its spreadsheet every five days to chase the unsigned ones.
How do you track plan-of-care certifications and authorizations without a spreadsheet?
Each client has a row with their therapist, their referring physician's office and the dates that matter: physician order end, authorization end and two re-evaluation due dates. The physician-order date holds whatever your office renews with the physician: an order, a referral or a plan-of-care certification. The Due board shows what is overdue, what is due this month, and what is due in the first and second half of next month.
From the board you fax the order, mark it chased, flag that the physician wants a well-check first, or mark it received with the new end date. Orders that haven't come back are flagged again after five days, and you can let GetDocsSigned re-fax them for you. A daily email tells you how many orders need chasing, with a link to the board.
North Carolina practices: see how NC Medicaid prior authorization works for therapy.
How do faxed orders get sent, chased and filed?
Your practice gets its own fax number, and you send a physician order straight from the Due board. GetDocsSigned records whether each fax was delivered. Signed orders that come back by fax land in a fax inbox, where you match them to the client's order; orders that come back on paper are marked received by hand. The signed PDF downloads so you can file it in your EHR.
How do clients and parents fill out intake paperwork on a phone?
You send a link, and they open it on a phone with no app and no account. They fill out the forms, sign, and can upload a photo such as an insurance card. Your staff gets an email that a submission is waiting, with no client details in it, then views the submission in GetDocsSigned and downloads the completed PDF.
You don't rebuild your packet by hand. Send us your blank PDF forms and we set up the online versions, included in the price.
Does GetDocsSigned replace WebPT, Fusion or ClinicSource?
No. Your EHR stays the system of record for evaluations, treatment notes, scheduling and claims. GetDocsSigned handles the two jobs around it: getting paperwork in from clients and getting signed orders back from physicians.
There is no integration to set up. Completed forms and signed orders download as PDFs that you file in the chart. A billing view keeps each client's member ID, Medicaid number and diagnosis codes one click away for copying into payer portals.
How does GetDocsSigned compare with HIPAA form builders and therapy EHRs?
It does a narrower job than an EHR and a wider one than a form builder.
| Capability | HIPAA form builders (for example Jotform, FormDr) | Therapy EHRs (for example WebPT, Fusion, ClinicSource) | GetDocsSigned |
|---|---|---|---|
| HIPAA intake forms with a BAA | Yes, often on higher plans only | Usually built in | Yes |
| Your existing PDF forms online | Varies by product | Varies by product | We set them up from your blank PDFs |
| Physician-order and plan-of-care renewal tracking | Not typically | Varies by product | Yes |
| Insurance authorization end dates | Not typically | Often built in | Yes |
| Faxing orders and tracking what came back | Not typically | Varies by product | Yes |
| Evaluations, treatment notes, scheduling and claims | No | Yes | No |
| Large library of ready-made templates | Yes | Varies by product | No, we build yours from your PDFs |
| Works beside the EHR you already have | Yes | It is the EHR | Yes |
| Pricing model | Per plan, often by submission volume | Usually per clinician per month | From $199 a month per practice, unlimited staff users |
Checked October 2026. Products change, so confirm details with each vendor.
Is GetDocsSigned HIPAA compliant, and what exactly is covered?
The features on this page run in a separate HIPAA environment, and we sign a Business Associate Agreement with your practice before any client information goes in. It covers intake forms and their submissions, the client tracker, client records and their files, and fax.
- Client data is stored on a dedicated Amazon Web Services account in the United States, using only HIPAA-eligible AWS services covered by Amazon's BAA. We sign our own BAA with your practice.
- Data is encrypted in transit and at rest.
- Each practice's data is isolated from every other account.
- Every view and change of client data is written to an audit log.
- Notification emails never contain client information.
- Client-facing forms carry no advertising or analytics trackers.
- Our fax carrier operates under a BAA.
Signatures collected inside healthcare forms are covered. Separate e-signature envelopes, document packets, payments, the AI form builder and regular or free accounts are not. No government body certifies software as HIPAA compliant; GetDocsSigned holds no SOC 2 report or other third-party certification.
Who built this, and who uses it?
GetDocsSigned's therapy tools were built with the office staff of a pediatric speech therapy practice in Wilmington, North Carolina, which runs its intake, records, faxes and order renewals on it. OT practices manage similar order, certification and authorization deadlines, but GetDocsSigned is not yet running in a live OT practice. If yours would be the first, we'll set it up with you.
What do OT practices ask before they switch?
What software can track OT plan-of-care recertifications and authorization expirations?
Most OT EHRs track authorizations, and many practices keep recertifications in a spreadsheet. GetDocsSigned tracks both beside your EHR: each client's physician-order or certification date and authorization end date appear on a Due board, and you fax renewals from it and log what comes back.
Is GetDocsSigned an EHR?
No. It doesn't do evaluations, treatment notes, scheduling or claims. It handles intake paperwork and physician-order and authorization renewals, and it runs beside the EHR you already use.
Can it track Medicare plan-of-care recertifications?
Yes. Enter the recertification due date in the client's physician-order date, and it shows on the Due board before it lapses. Fax the recertification from the board and mark it received when the signed copy comes back.
Does it warn us before an authorization expires?
Yes. The Due board shows what expires this month and in the first and second half of next month, and overdue items stay on the board until a renewed order is marked received. A daily email tells you how many orders need chasing, with a link to the board.
Can it track an order as due, faxed, chased and received?
Yes. An order shows as due on the board, is marked sent once it's faxed, shows the date it was last chased, and closes when it's received. A separate status marks when the physician needs a well-check before signing.
Does it work for pediatric and adult OT?
It's built for outpatient and private-practice OT, pediatric or adult: any client with a physician order, certification or authorization to renew. The well-check flag is there for pediatric clients. School-based OT runs on IEPs, which GetDocsSigned doesn't track.
Can we keep using our own intake forms?
Yes. Send us the blank PDFs and we set up the online versions. Never send forms a client has already filled out.
Do clients need an app or an account?
No. They open a link on their phone, fill out the forms and sign.
Does it integrate with WebPT, Fusion or ClinicSource?
There is no direct integration. Completed forms and signed orders download as PDFs that you file in the chart, so it works beside any EHR.
Do you sign a BAA?
Yes, with every practice, before any client information is entered.
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.
Is it only for occupational therapy?
No. The same tools fit speech and physical therapy practices. See the speech therapy page
How do we get started?
Tell us about your practice with the form below, and we'll set up a short call. If you want to read our BAA first, tick the box and we'll email it before the call.
- On the call, we look at your forms and your renewal list and walk you through pricing, which starts at $199 a month.
- We sign a BAA with your practice, set up your forms from your blank PDFs, and help you bring over your renewal list.
- You send clients the link, and your Due board shows every renewal coming up.
Please don't include patient information in this form. Healthcare accounts are set up by us with a signed BAA, so don't enter patient data into a regular trial account.
Sources: 42 CFR 424.24(c) (Cornell LII); CMS Medicare Benefit Policy Manual, chapter 15, section 220.1.3. Checked October 2026.