# Practice readiness checklist | Aera by WebPT Source: https://meetaera.com/readiness/ > Eight quick questions about where the work piles up in your PT, OT or speech therapy practice. See where Aera helps first, and get a checklist to begin. ## Your practice, optimized with Aera. Eight quick questions about where the work piles up. Get a personal plan for what Aera takes off your plate. ## Your optimization plan You said: your clinicians finish notes after hours. ### The note is finished before you are. - Drafts the note as the visit happens, with the patient’s history and payer already loaded - Checks codes, authorization limits and skilled-care evidence before you sign - You review and sign. Aera never signs a note 99% of notes signed the same day Early access results Walter Hughes Left hip · Visit 6 of 12 - Sit-to-stand 2 × 8 → 3 × 10 - Hip flexion 92° → 105° - Home program 5 of 7 days He mentioned stiffness getting out of the car. Worth a look today. You said: denials and rework slow down getting paid. ### Clean before it ever reaches billing. - Payer gaps caught while the note is still open - Submission, follow-up, posting and reconciliation run on their own - Every denial traced to its source, with the fix ready 88% reduction in claim denials and rejections Early access results Elena Ruiz’s claim, start to finish. Nothing for billing to touch. - Signed note processed 8:02 am - Claim submitted · UHC 8:04 am - Accepted by UHC Day 2 - ERA posted Day 14 You said: new referrals sit before your team contacts the patient. ### Referrals arrive scheduled. - Referrals read and entered around the clock, from fax, email or portal - The patient reached and the first visit booked - Benefits verified before the patient walks in 30+ hrs of admin and staff time saved every week Early access results 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 You said: no-shows and cancellations leave gaps in the schedule. ### Openings fill from the waitlist. - Visits at risk of a no-show or cancellation flagged early - Patients reached by phone, text and email - Openings filled from the waitlist with the right patient 60% fewer no-shows and cancellations Early access results 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. You said: patients stop coming before their plan of care is done. ### Patients stay on track between visits. - Home programs go home from the visit, with video and written steps - Progress and outcomes reach the therapist between visits - Reminders and self-service rescheduling keep the series on track Nora’s week, between visits. All in one place for her. - Home program finished Mon 7:10 pm - Message answered by Dr. Chen Tue 9:02 am - Visit moved to Friday 8:00 Wed 6:45 pm - Balance paid with card on file Thu 8:30 am You said: you hear about problems only after they cost you. ### Know before someone has to tell you. - A morning brief on every location before your day starts - Ask in plain language and get the answer from live data - What changed, why, and what to do about it 5+ hrs saved weekly on admin reporting and analysis Early access results ▼ 14 pts · traced to authorization delays You said: insurance verification eats your front desk’s day. ### Benefits verified before they walk in. - Eligibility verified in real time as an appointment is offered - Co-pays and authorization limits known before the visit - Your front desk handles exceptions, not workflows Tomorrow’s benefits, already verified. Nothing left for the front desk. - Eligibility checked for 38 visits 6:30 am - Co-pays confirmed 6:31 am - Authorization limits in view 6:32 am You said: you know which referral sources bring in your patients. ### Know what brings patients in. - Referral trends by provider, flagged when they change - Listings and reviews managed from one place - Patients who may drop out reached before they quit Referrals this month, by provider. Changes flagged as they happen. - Dr. Patel’s office 9 referrals · up 3 - Northside Orthopedics 5 referrals - Past patients who came back 4 returned ### Your practice audit Check these this week. They show where your team’s time goes, starting with. Count the notes still open at the end of each day this week. Check the unsigned-notes list in your EMR, or ask each clinician. Pull your denial rate for the last 90 days, and the top three reasons. Your billing team or clearinghouse report has both. Time how long five of last month’s referrals waited for a first call. Compare the day each referral arrived with the day the patient was reached. Count last month’s no-shows and late cancellations. Then note how many of those openings were filled. Check how many patients finished their plan of care last quarter. Compare visits completed with visits prescribed for patients discharged. List the last three surprises that cost the practice. For each, note when you found out and when you could have. Track how long your front desk spends on verification for one day. A simple tally of calls, portals and time on hold. List where last month’s new patients came from. Then mark which ones finished their care. Aera is one connected platform: whatever you start with, every part already knows what the others know. Bring what you find to the conversation. It makes your plan specific to your practice. Proof points are based on results from practices using Aera in early access. Every practice is different, and your results may vary. ## One form. Our team takes it from there.