# AI for the rehab therapy front office | Aera by WebPT Source: https://meetaera.com/front-office/ > Referrals arrive scheduled, benefits verified and cancellations filled from the waitlist. Aera runs the front desk so staff manage exceptions, not workflows. Aera for the front office ## A front office that manages itself. Referrals, benefits, scheduling, cancellations, reminders and payments handled end to end. Your staff manage exceptions, not workflows. Your Monday started Friday night. The front desk starts with nothing waiting. - Referral read and entered Fri 7:04 pm - First visit scheduled Sat 9:15 am - Intake forms finished at home Sun 8:10 pm - Benefits verified for 38 visits Mon 6:30 am Elena Ruiz Right shoulder · New patient - Intake forms Done at home - Authorization 12 visits - Co-pay Card on file She asked for early mornings, so she’s booked with Dr. Chen at 8:00. **50%** Of new referrals scheduled in 1 hour or less **85%** Of patient intakes completed before arrival **30+ hrs** Of admin and staff time saved every week Based on practices using Aera in early access. ## A 100-visit day without a line at the desk. ### Referrals show up scheduled. Read, entered and in outreach before anyone opens a laptop. ### Patients arrive ready. Intake, coverage and co-pays handled from home. ### Your schedule fills itself. Cancellations rescheduled before you pick up the phone. ### Be present for patients. Only the moments that need a human voice reach the desk. ## Now zoom in on one morning. Front office · 7:45 am ### Aera spots the no-show before it happens. 2 of 2 at-risk visits confirmed before the desk picked up a phone Front office · 8:02 am ### A cancellation becomes a filled slot. In one sentence. 0 empty slots left behind Front office · 8:05 am ### Check-in, copay and receipt. One sentence. $4,350 collected at the front desk today ## One platform, running the front desk. One live record, so a referral, a visit and a payment land in the same place. ### Aera Operations Referrals, scheduling, coverage, and patient payments, handled end to end. Your staff handles the exceptions. I got ahead of Dr. Chen’s Thursday. Nothing for the desk to do. Open slot filled Booked from the waitlist overnight Likely cancellation Marco Alvarez, based on past visits Backup lined up Priya Shah is on standby by text Authorization renewed Requested before visit 12 ran out ### Aera Companion Keeps patients engaged between visits. Home exercise programs, therapist messaging, and progress tracking keep patients on track, and keep you informed. Aera Companion Riverside Physical Therapy - Hi Marcus, how did today’s step-downs feel? - Good! Stairs still a little sore going down - Nice work, that’s 6 of 7 days this week. I’ve added a note for your therapist about the stairs. - Your bill from Tuesday is ready. Pay now Paid ### Aera Revenue Claims built to be paid. Aera catches payer requirements before sign-off, moves claims through to payment, and brings your biller only the exceptions. A denied claim is now paid. I traced it back and fixed the cause. - Denied Coverage ended, the patient switched plans - Traced back to the front office Check-in used the old insurance card - Fixed at the source New plan on file, claim sent to the right payer - Fixed - Resent - Received - Accepted - Paid Coverage now checked at every check-in Gap closed ## Run the desk in plain language. Type it between calls or say it out loud. Aera’s AI knows the patient, the provider and the payer. Rescheduled. Marco Alvarez, Thursday 10:15 am with Dr. Chen. His auth covers it, visit 5 of 12. Reminder sent. Three patients. Whiteley, Smith and Reyes. All three have a one-tap confirmation text. Whiteley has two prior no-shows, so she’s flagged. Not yet. 5 of 12 visits used. Her UHC authorization runs through visit 12. Aera will flag it at visit 10 and draft the extension. No fax pile. No phone tag. Just the patient at the desk. Aera is always learning your clinic’s schedule, so the next open slot finds the right patient. ## AI that acts. People who decide. Aera never signs a note. Only a licensed clinician can, and every clinical decision needs their sign-off. You decide what runs. Automatic where you want it, approved where it matters. Everything shows its work. Every action is visible, with a full audit trail. > “We may have to move to this sooner than we thought! It’s not clunky. It does a lot of the work for you.” From a practice at an early look at Aera ## Is Aera right for your practice? Leave your details. Our team takes it from there. ## Questions about Aera for the front office ### What does Aera do for a physical therapy front desk? Aera runs the front office end to end: referrals, benefits, scheduling, cancellations, reminders and payments. Referrals show up scheduled, patients arrive ready, and your staff manage exceptions, not workflows. ### Can Aera schedule referrals automatically? Yes. Referrals that arrive by fax, email or portal are read and entered around the clock, the patient record is created, and outreach starts right away, so referrals show up scheduled instead of sitting in a queue. ### How does Aera fill cancellations? It spots appointments at risk of cancellation or no-show, reaches out by phone, text and email, and fills openings from the waitlist with patients whose preferred days, times and providers match the slot. ### Does Aera replace front office staff? No. Aera handles the routine work so your team can be present for patients and focus on the moments that need a person. [See every question about Aera](https://meetaera.com/faq/#roles) ## A calm desk, even on Monday. Watch Aera run on real practice data.