6 Must-Have Physical Therapy EHR Features You Can't Overlook

Callie Norton
July 13, 2024
min read

Key Takeaways  

  • A robust physical therapy electronic health records (EHR) system can automate tasks, improve patient engagement, and optimize workflow efficiency.  
  • Key features to look for include integrated payments, easy appointment scheduling, and advanced online intake forms.  
  • A good PT EHR system should have electronic prescriptions and a patient portal for better communication and care.  
  • Practice management automation can save hours each week, smoothing workflow and making practices more productive and patient-centric.  

The Ultimate Physical Therapy Software Tools to Optimize & Grow Your Practice  

Every physical therapy practice faces unique challenges, from managing patient records to ensuring compliance and high-quality care.  

That's why having the right tools can make all the difference. A physical therapy EHR system transforms your practice by automating tasks, improving patient engagement, and optimizing operations.  

It can even play a large role in reducing physical therapist burnout, a problem nearly 50% of PTs today face.  

Whether you're a PT, a practice manager, or a receptionist, a robust PT EHR system can make your job a lot easier.  

Here are the six critical EHR features you can't afford to overlook:  

1. Integrated Payments

Managing payments and insurance claims is one of the most cumbersome tasks for PT clinics. An EHR with integrated payments makes it easier by allowing you to process insurance claims and payments within the same platform.  

Plus, this isn’t just beneficial to your admin team. It also ensures accuracy and efficiency, making it easier to manage your clinic’s revenue cycle.  

PracticeQ Payments for PT and OT clinics
PracticeQ Dashboard, Reports, Payments, Invoices, Receipts, and Records


  • Consolidate payment and billing processes, minimizing confusion and risk of errors.  
  • Free your staff from tedious manual entries and follow-ups.  
  • Gain better financial oversight to track revenue, identify trends, and make informed decisions.

2. Easy Appointment Scheduling  

A full and efficient schedule is vital for your physical therapy clinic’s growth. However, setbacks like paper scheduling and last-minute no-shows make it challenging to achieve your goals.  

An EHR system that offers easy appointment scheduling can drastically improve your clinic's operations. With features like automated reminders and online booking, you can easily minimize no-shows and fill your calendar.  


  • Allow patients to book appointments online at their convenience, without needing to call the clinic.  
  • Automated reminders via email or SMS help reduce no-shows.  
  • Staff can easily track appointment history and availability, improving resource allocation and reducing wait times.  

3. Advanced Online Intake Forms  

The intake process plays a critical role in physical therapy. An EHR system with online forms allows patients to fill out acknowledgment forms, medical history, and medication lists online. Digital forms can save your practice valuable time and ensure before a patient’s visit.  


  • Save your staff from manual data entry.  
  • Increase the accuracy and completeness of patient information, minimizing errors.  
  • Improve patients’ experience by having them complete less paperwork in the clinic.  

4. Streamlined Inventory Management  

In your busy PT clinic, you’re responsible for many different supplies, from resistance bands to rollers and more. It's easy to lose track of what you have on hand, which is why efficient inventory management is key. An integrated inventory management system ensures you have what you need, when you need it.  


  • Elevate supply chain management by optimizing resources, minimizing waste, and gaining valuable insights into usage and spending patterns.  
  • Streamline reordering through direct-to-vendor links embedded in the platform, helping you re-stock efficiently.  
  • Gain better visibility and control over inventory, leading to cost reductions and better workflow efficiency.  
  • Boost staff productivity and effectiveness by providing them with the tools and insights necessary for streamlined operations.  

5. A Comprehensive Patient Portal  

Your ideal EHR system should include a patient portal that allows patients to schedule appointments, view and sign forms, and pay invoices online. Importantly, it should also include HIPAA-compliant messaging so they can communicate securely with your clinic.  

PracticeQ Patient Portal for PT clinics
PracticeQ Patient Portal Software


  • Improve patient engagement, treatment compliance, and satisfaction by providing a convenient, all-in-one platform.  
  • Streamline administrative tasks, reducing the burden on your staff.  
  • Offer patients easy access to their healthcare information and messaging tools if they have questions.  

6. Practice Management Automation  

Manual tasks can consume a significant amount of time that could be better spent on patient care. Practice management automation within your EHR can save hours each week on tasks like billing, scheduling, and communications. It makes your workflow smoother, more productive, and patient-centric.  


  • Increase workflow efficiency by streamlining routine, time-consuming tasks.  
  • Alleviate heavy workloads, allowing staff to focus on higher-value activities.  
  • Provide more consistent and reliable service, improving the patient experience.  

The Best Clinical Software for Physical Therapy

Choosing the right PT software for your practice is an important decision to weigh. It can significantly impact your clinic's efficiency and patient care quality. PracticeQ, a comprehensive cloud-based EHR, offers a suite of features to streamline your operations, from integrated payments to automated practice management.

With these must-have features, you can optimize your clinic's workflow, enhance patient engagement, and ensure sustainable growth. Physical therapists trust PracticeQ for its intuitive design, custom features, and ability to scale with any size clinic.  

“As a business owner and a coach for other physical therapists and healthcare providers who are launching and scaling their businesses, it's just an easy solution to point them to. And no one ever gets into it and complains.” — Aaron Lebauer, DPT  

Explore how PracticeQ can make running your physical therapy practice a breeze. Start your free trial today and see how our EHR system can work for you!  

FAQs About Physical Therapy EHR  

What is a physical therapy EHR (Electronic Health Record) system?  

A physical therapy Electronic Health Record (EHR) system is a digital version of a patient's medical record specifically designed for PT practices. It centralizes all patient information, like medical history, treatment plans, and billing information, making it easier to manage and access.  

What's the difference between an EHR and an EMR?

An Electronic Medical Record (EMR) system captures information from a single care provider and is only available to that one care provider. In contrast, an Electronic Health Record (EHR) is designed to be used by multiple care providers and healthcare organizations. EHRs facilitate the sharing of accurate data over time, giving a complete picture of a patient's health status and history, which benefits patients, providers, and the healthcare industry.

What's the process of transitioning to an EHR system like PracticeQ?  

Switching to PracticeQ is easy! Our support team helps you with data migration, software setup, and training for your staff. We’re here to support your practice throughout the process to ensure a seamless transition.  

What are the long-term benefits of using an EHR system?  

The long-term benefits of using an EHR system include increased efficiency, better patient outcomes, and improved financial performance.  

Why should I consider switching to PracticeQ?  

PTs trust PracticeQ for its user-friendly design, custom features, and scalability. It offers a comprehensive suite of features designed to optimize your practice's operations. Plus, with PracticeQ's custom options, you can tailor the system to meet the specific needs of your clinic.  


Dendere, R., Slade, C., Burton-Jones, A., Sullivan, C., Staib, A., & Janda, M. (2019). Patient Portals Facilitating Engagement with Inpatient Electronic Medical Records: A Systematic Review. Journal of Medical Internet Research, 21(4).  

Norton, C. (2024, January 9). Are Intake Forms Only for New Clients? IntakeQ.  

Pugliese, M., Brismée, M. J. M., Allen, M. J. M. B., Riley, M. J. M. B. S., Tammany, M. J. M. B. S. J., Mintken, M. J. M. B. S. J. P. (2023). Mentorship and Self-efficacy are Associated with Lower Burnout in Physical Therapists in the United States: A Cross-sectional Survey Study. Journal of Educational Evaluation for Health Professions, 20, 27.  

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