Build Pod for Physiotherapy Clinics | Automate PT Pre-Auths

Who Turns Session Recordings Into SOAP Notes Inside Jane or WebPT?

At most physiotherapy clinics, the real time sink isn't treatment, it's everything wrapped around it: dictating SOAP notes after the last patient leaves, chasing BCBS or Aetna for a visit-cap authorization before the plan of care is even written, and watching patients quietly stop logging their home exercise program until they no-show. A Build Pod is a subscription AI engineering team that builds directly into Jane or WebPT, automating the charting, the pre-auth checks, and the re-engagement nudges your front desk currently does by hand.

What we build for Physiotherapy Clinics

Turn session voice recordings into SOAP notes inside Jane or WebPT

A Build Pod wires ambient transcription into your existing EMR so the subjective, objective, assessment, and plan sections populate as the therapist talks, cutting the after-hours charting queue down to a review-and-sign.

Verify BCBS, Aetna, and Medicare visit caps before the plan of care is written

Instead of a front-desk call to each payer, the tool checks remaining visit counts and authorization status automatically, flagging plans that need a new pre-auth before the therapist ever opens the POC.

Flag HEP drop-off and text patients back in before they lapse

When a patient stops logging their prescribed home exercise program, the system fires an automatic re-engagement text with a link back to their plan, catching the drop-off before it turns into a cancelled series.

How a Build Pod fits

We start with a scoping call to map how your clinic actually runs: which EMR (Jane or WebPT), which payers make up most of your visit-cap headaches, and where SOAP notes and HEP compliance tracking currently break down. From there the Build Pod ships a working first version, wired into your real scheduling and charting data, not a mockup, so your clinical director and front desk can react to it instead of imagining it.

Once it's live, the same team keeps iterating month to month: tightening the SOAP-note templates to match how your therapists actually document, adding payers as your patient mix shifts, and adjusting the HEP re-engagement cadence based on which nudges actually bring patients back. You're not buying a one-off script, you're keeping a build team on retainer that already knows your clinic's workflow.

Frequently asked questions

How long before we see a working SOAP-note tool inside Jane or WebPT?

Most clinics see a working first version wired into their real EMR within the first few weeks of the engagement, built against actual session recordings rather than a demo.

Do you need direct access to our EMR and scheduling system?

Yes, read and write access to Jane or WebPT is how the tool pulls visit history and posts finished notes and pre-auth flags; we scope exactly what's needed during onboarding and work within your existing security and BAA requirements.

What happens when BCBS or Aetna changes their pre-auth rules mid-year?

Because the same Build Pod team maintains the tool month to month, payer rule changes get folded into the next update instead of sitting as a support ticket in someone else's backlog.