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Quick Start

warning

RehabAlpha is still under active development. It is not yet HIPAA compliant and should only be used with dummy data.

New to the platform? This quick tutorial covers the essentials and helps you get familiar with RehabAlpha in just a few minutes. 😊

1. Sign up​

Go to rehabalpha.com/signup and click Sign Up to create a free account.

Fill out the form, then check your inbox for a verification email from [email protected]. Click Verify your email in the email body.

After you verify your email, you'll be prompted to set up two-factor authentication. Enter your cell phone number, then click Send Code. Within a few seconds, you'll receive a text message with a 6-digit verification code. Enter the verification code, then click Complete Sign Up.

Wait a few seconds while RehabAlpha provisions your account... and boom, you're in! Welcome to the future of therapy management 🎉

tip

Didn't receive the verification email? Check your spam folder 👀

2. Create an organization​

After signing up, you'll be redirected to your account page. Here, you'll see two options:

  1. Create an organization - creates a "blank slate" therapy company with zero therapists, facilities, and patients.

  2. Create a test organization - creates a therapy company pre-populated with fake therapists, facilities, and patients.

Let's start with some dummy data. Click Create a test organization. After a few seconds, you'll be redirected to your new organization's dashboard.

important

Your RehabAlpha account can be associated with multiple organizations. You can switch between them using the dropdown at the top left.

The dashboard​

The dashboard is your command center. It might be empty now, but as you work, it'll populate with important info and alerts. In particular, your dashboard displays three main sections.

  1. Notices - stuff that needs your attention (expiring licenses, missing info, etc.)
  2. Upcoming - treatments and appointments
  3. Labor log - your hours, PTO, etc.

The sidebar​

The sidebar has two sections: Your and Organization.

  • Your = pages just for you
  • Organization = pages for everyone

For example, links to your profile and your dashboard appear under Your. Links to the organization's directory of patients and facilities appear under Organization.

3. Add a facility​

Click Facilities in the sidebar. Then click New facility.

Fill out:

  • Name: Rosewood Nursing
  • Type: Skilled Nursing
  • State: Louisiana

Then click Save to create the facility. You'll be redirected to the Rosewood Nursing facility page where you can manage the facility's patients, schedule, settings, and more.

Add a contract​

Now lets define a contract between the facility (Rosewood Nursing) and our therapy company (ABC Therapy). Assuming you're still on the facility page, click Contracts → New contract.

Fill out:

  • Start date: 1/1/2025
  • End date: Indefinite

Click Add rate group.

Fill out:

  • Payor types: Commercial insurance & Medicare part B
  • Type of rates: tiered rates (the default)
  • CPT codes: 92507 & 92508
  • Pct of rev: 65%
  • Fallback rate > Pct of rev: 70%

Then click Save to create the contract.

note

Setting up a facility contract is optional. You can create and manage therapy cases for a facility without a contract. Contracts are helpful for therapy companies who'd like to manage their billing operations with RehabAlpha.

4. Add a payor​

From the sidebar, click Payors → New payor.

Fill out:

  • Name: Aetna Rehab
  • Type: Commercial insurance

Then click Save to create the payor.

5. Add a physician​

From the sidebar, click People → Physicians → New physician.

Fill out:

Then click Save to create the physician.

6. Add a therapist​

From the sidebar, click People → Therapists → New therapist.

Fill out:

Check the Invite user box. Then scroll down and click Save to create the therapist.

Now, two things happen:

  1. Renee is added as a therapist to your database of therapists. You can find her on the Therapists page and manage her details, schedule, and settings.

  2. RehabAlpha will email Renee an invitation to join your therapy company. She can click the link in the email to create her own account and access your organization's RehabAlpha workspace.

Add a license​

Oops, we forgot to add Renee's license!

From the sidebar, click People → Therapists. Find and click Renee in the list of therapists. Click Edit → scroll to Licenses → Add license.

Fill out:

  • State: Louisiana
  • Licensure: Physical therapist
  • License #: 123
  • Expiration: <pick tomorrow's date>

Then click Save.

info

Why set Expiration as tomorrow's date?

This gives us a chance to show off RehabAlpha's compliance review. Throughout the app, RehabAlpha will warn you that Renee's license expires soon. For example, you'll eventually get a notice about it in your dashboard. (RehabAlpha reviews your data once per hour and updates your dashboard notices accordingly.)

7. Add a patient​

From the sidebar, click People → Patients → New patient.

Fill out:

  • First name: Curly
  • Last name: Howard
  • Birthdate: 10/22/1953
  • Gender: male

Then click Save to create the patient.

Add coverages​

From the sidebar, click People → Patients. Find and click Curly in the list of patients. Click Coverages → New coverage.

Fill out:

  • Payor: Aetna Rehab
  • Start date: 1/1/2025
  • End date: 1/1/2026

Then click Save to create the coverage.

info

Coverages are like policy periods -> they inform RehabAlpha

  1. which payor(s) can pay for a patient's therapy,
  2. during which time frame, and
  3. the associated financial obbligations (deductible, copay, etc.).

Add an admission​

From the sidebar, click People → Patients. Find and click Curly in the list of patients. Click Admissions → New admission.

Fill out:

  • Facility: Rosewood Nursing
  • Admit date: 01/01/2025

Scroll down to Billing periods → Add billing period.

Fill out:

  • Disciplines: PT, OT, & SLP
  • Start of period: Admit date
  • Payors (coverages): Select (Aetna Rehab, 80%) then add split payor -> (Curly Howard, 20%)

Then click Save to create the admission.

info

A billing period specifies which payors (of the ones that cover Curly's medical care) should be billed, for how much, and in what order.

8. Add a physical therapy case​

From the sidebar, click People → Patients. Find Curly in the list of patients. Then click on the admission badge. It should be colored green and labeled something like "Rosewood Nursing (SNF) · Jan 1, 2025 - ongoing".

Scroll down to Therapy cases and click New case.

info

A therapy case is like a discipline-specific therapy "episode" or "track". It serves as a parent container that groups together

  • an evaluation
  • treatments
  • progress reports
  • recertifications
  • a discharge

Fill out:

  • Discipline: Physical Therapy

Click Save to create the case.

9. Add an evaluation​

From the sidebar, click People → Patients. Find Curly in the list of patients. Next to his Rosewood Nursing admission badge should be a therapy case badge labeled "PT". Click it to get back to the therapy case.

While on the case page, click Evaluation to start an eval.

Overview​

The evaluation form is a complex beast. Before we start filling it out, let's discuss a few things..

  1. The evaluation is a clinical document. There are others - recertification, progress report, treatment, and discharge.
  2. Each clinical document begins with an "AI context" box. It's helpful, but not necessary.
  3. Clinical documents are customizable. If you don't like the way our default evaluation form looks, you can change it!
  4. Required fields are marked with a red asterisk. As long as you fill out all required fields, you can save the document.

Add medical diagnoses​

Under Medical Diagnoses, click Add diagnosis. Type “right knee” → select M17.11. Then add another: M25.511 (shoulder pain). Then drag M25.511 above M17.11 to make it the primary diagnosis.

Add a treatment diagnosis​

Under Treatment Diagnoses, click Add diagnosis → pick R26.2 - Difficulty walking.

Add a treatment plan​

Leave defaults but enter 2 treatments/week. RehabAlpha will auto-schedule them when the case is created.

Add CPT codes​

Choose an eval CPT code and a couple of treatment CPT codes.

Save the evaluation​

Click Save. This creates the evaluation and the associated treatment plan. The treatments will be auto-scheduled according to the plan's frequency and the therapist's availability.

9. Update the service log​

Scroll down to the Service log card and click Edit → enter 30 minutes → Save.

You've now logged 30 mins of eval time 🥳

10. Request a signature​

Go back to the Evaluation → click Request signature for the physician (Dr. Zoidberg).

Fill out:

Then click Send request.

warning

This won't actually send a signature request, yet. E-signatures are still a work in progress.

11. Check schedules​

Every person & facility has a schedule.

Try it:

  1. Go to the facility page for Rosewood Nursing
  2. Click Schedule

Adjust the date range to the current month → Apply filters. You can toggle views:

  • Calendar
  • Table
  • Stats

12. Assist the autoscheduler​

info

RehabAlpha's autoscheduler runs in the background, optimizing treatment dates and therapist assignments. Its job is to

  • optimize case loads
  • avoid scheduling conflicts and compliance issues
  • satisfy patient and therapist preferences

From the People page, elect therapist Renee Hart → Settings → scroll to Planning and set her weekly hours:

|                     | Sun | Mon | Tue | Wed | Thu | Fri | Sat |
|---------------------|-----|-----|-----|-----|-----|-----|-----|
| On the clock (hrs)  |  0  |  2  |  3  |  4  |  5  |  6  |  0  |
| Open to work (hrs)  |  0  |  0  |  0  |  0  |  0  |  0  |  0  |

Now the autoscheduler knows when it can assign treatments to Renee.

Book some time off work​

Renee's off work this Thursday. We need to inform the autoscheduler.

  1. Go to her schedule
  2. Add an event like “Vacation to Finger Lakes”
  3. Make sure the Mark participants as busy? toggle is on
  4. Save the event

In a few hours, the autoscheduler will update existing treatments and avoid assigning new treatments to Renee on this day.

note

The autoscheduler is not in production yet, but is coming soon. When live, it'll run in the background two or three times per day.

Manually specify a treatment therapist​

Want Renee to cover a weekend shift?

  1. Go to patient Curly Howard's schedule
  2. Select any Saturday treatment
  3. Set therapist as Renee

The Enable autoscheduler toggle will turn off so your assignment sticks.

Next steps​

Ready for more? Dive into the Guides to explore everything RehabAlpha can do.