About

Fitness To Drive provides specialized occupational therapy services to promote driver safety across the state of Colorado. As licensed occupational therapists and Certified Driver Rehabilitation Specialists, the clinic’s driving instructors have spent decades helping people with disabilities achieve independence through mobility.

Challenge

Inefficient billing, scheduling, and record-keeping hindered clinic expansion

After an influx of new patients in 2022, Fitness to Drive Owner Terri Cassidy wanted to accommodate higher appointment volumes and offer a wider range of occupational therapy services.

At the time, Fitness to Drive relied on multiple tools and spreadsheet-based tracking for billing, record-keeping, and scheduling. But this process only created more inefficiencies as the clinic expanded.

To keep additional administrative work from weighing down the office staff and therapists, Office Manager Kate Pettey manually compared financial records from each system to reconcile the clinic’s payment and accounting tools.

This patchwork system also impacted patients. Without a cohesive way to share billing and appointments, it was often up to the client to track down the information they needed. “We work with people who have cognitive issues — that’s why they come to us,” shares Kate. “Unfortunately, they’d sometimes see their bill, not remember what it was related to, and argue it or stop payment.”

This system had already cost Fitness to Drive over $1,500 in missed payments over the course of six months. But their previous payment processor couldn’t offer much help — once patients had disputed payment with their bank, it was out of their hands.

Terri knew the lost payments and staff time would only compound as the clinic scaled. She needed to act fast to maintain Fitness to Drive’s growth momentum. That’s when she discovered StrataPT.

“When I look back at our old documentation, I’m shocked at how scattered our information was. With StrataPT, we don’t have to look through multiple systems and spreadsheets to find what we need. Everything lives right in the patient chart.”

Solution

StrataPT offered a scalable, affordable solution for a fast-growing clinic

Since adopting StrataPT, all of Fitness to Drive’s billing, scheduling, and client documentation has been consolidated into one accessible portal.

When leads and referrals are sent to the clinic, they are automatically imported into StrataPT’s Clarity Panel. Utilizing the Clarity Panel, therapists can see a snapshot of each patient’s episode of care. The panels also provide details, including the date of service, which CPT codes were billed, the length of the visit, and the amount paid broken down by insurance and patient responsibility. “The simplicity of billing is really helpful — we just pull up the Clarity Panel whenever a patient calls, and everything we need is right there,” explains Kate.

With an average response time of just 22 minutes, StrataPT’s customer support is also a major upgrade for Fitness to Drive. “I love having a dedicated person to connect with,” says Kate. Since driver rehab services are a niche community within physical therapy, this personalized support has been crucial in customizing the platform to account for the clinic’s more specific use cases.

Fitness to Drive routinely works with worker compensation insurance to secure reimbursement, unlike other clinics whose third-party payors are insurance companies. These plans require time-sensitive authorizations that — using the clinic’s previous system — often expired without notice. With StrataPT, Fitness to Drive has a customized solution to alert the staff when authorizations are due to expire.

Finally, StrataPT’s payment model suits Fitness to Drive’s financial needs as a fast-growing clinic. “As a business owner, the fact that I pay StrataPT a portion of our income — not a charge per every therapist or patient — is very helpful,” Terri explains. “It allows us to weather high and low-volume periods without worrying about StrataPT’s overhead cost.”

“With StrataPT, our clinic has been able to pursue different avenues of service, helping even more patients with more varying needs. All because I know billing is taken care of. That’s huge.”

Results

Fitness to Drive saves $40,000 on staffing costs while offering new therapy services to twice as many patients

Fitness to Drive now has a unified solution to keep up with higher patient volumes — and they’ve found some unexpected benefits along the way.

Thanks to StrataPT’s cloud-based portal, Terri can now offer work-from-home days for office staff. And with the time saved by streamlining administrative tasks, Fitness to Drive has expanded their services to include workshops and 1:1 services to new drivers with neurodivergence, helping more people gain independence by getting back on the road.

All the while, Fitness to Drive is creating a more seamless clinic experience for both patients and staff:

2x’d client volume without adding admin work
$40,000 saved on staffing costs
40 hours saved/week for therapists or office staff

“StrataPT is like having an extra team member who not only handles our billing but all of our documentation, too. Now, we feel confident exploring new services and taking on more patients without worrying about how it will impact our clients or our day-to-day.”

Meet Our Customers

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