Rehab Medical Billing Services

If you run a therapy practice, you already know this: the billing is the hardest part.

We handle PT, OT, speech, and cognitive therapy billing. The goal is simple. Get your claims paid the first time. Stop chasing denials at 9pm.

Here’s What We’re Seeing With Our Rehab Clients Right Now

From PT and OT to Speech and Cognitive Therapy, We Handle It All

Medicare doesn’t bill PT the same as OT. And SLP has totally different rules. Most billing companies don’t know that. We do.

Physical Therapy Billing Services

This is where the 8-minute rule lives. 97110, 97112, 97530. If you get the minutes wrong, you either leave money on the table or you get audited.

We count it right every time. We also track GP modifiers and watch your therapy cap so KX doesn’t get missed.

Occupational Therapy Billing Services

GO goes on every OT claim. Seems small, but we see practices get denied for forgetting it. We also handle ADLs, hand therapy, and low vision. And we know when to bill 97535 vs 97165 so your evals don’t get downcoded.

Speech and Language Pathology Billing

GN modifier.

Dysphagia codes. Cognitive communication. Medicare is picky here. If the note doesn’t tie the treatment to a functional goal, they’ll deny it.

We check that before the claim goes out.

Cognitive and Neuro Rehab Billing

97532, 97533, 97129. These get audited a lot.

The documentation has to be tight. We make sure your therapists are documenting what they actually did, not copy-pasting the same note.

Inpatient Rehab Facility and SNF Part B Billing

IRF and SNF billing follow completely different rules. Consolidated billing, the 60% rule, 3-hour rule. Get one thing wrong and you’ll get a takeback 9 months later.

We handle the Part B side so that doesn’t happen.

Where Most Rehab Practices Lose Time and Revenue

I was on a call last week with a practice manager in Texas. She said: “I’m sitting at 68 days in AR and I have no idea why.” Turns out it was 3 things.

KX modifiers missing. 8-minute errors. And POCs expiring. Here’s where we see money leak in almost every rehab practice:

The 8-Minute Rule Gets Messed Up

01

Bill 2 units when you only earned 1. Now you’re overbilling. Bill 1 when you earned 2. Now you lost money. Both are bad.

KX Modifier and the Therapy Cap

02

Once a Medicare patient hits $2,330 this year, you need KX on the claim. And you need the documentation to back it up. No KX = automatic denial.

Wrong Discipline Modifiers

03

PT is GP.

OT is GO.

SLP is GN.

If a PTA does the treatment, that’s CQ.

OTA is CO.

Get this wrong and you get paid 85% instead of 100%.

Plan of Care Lapses

04

Medicare wants a new POC every 90 days. If you’re even 1 day late, the whole claim denies. Even if the therapy was perfect.

Denials Just Sit There

05

About 62% of rehab denials can be fixed. But most billers don’t touch them until day 60. By then it’s too late. If you’re not getting a report on these every week, you’re guessing.

Rehab Billing Rules We Handle: 8-Minute Rule,
KX Modifier, and Therapy Thresholds

This is the stuff that trips up general billers. We live in it.

The 8-Minute Rule and Timed vs. Untimed CPT Codes

8-22 minutes is 1 unit. 23-37 is 2 units. 38-52 is 3 units.

We add up all the timed treatment, take out the untimed stuff like 97140, and assign units correctly. It sounds simple. It isn’t.

KX Modifier and the Medicare Therapy Threshold

$2,330 for 2026. After that, KX goes on and your documentation better support it. We set an alert at $2,000 so your front desk has time to get an ABN signed.

GP, GO, and GN Discipline Modifiers

Every claim needs one.

Doesn’t matter if it’s under the therapist’s NPI or the physician’s.

PT = GP.

OT = GO.

SLP = GN.

We check it before submission.

CQ and CO Modifiers for PTA and OTA Services

Assistants get paid 85%. Since 2022 you have to use CQ and CO or you’ll get clawed back. We track who did the treatment in your EHR so this is automatic.

Multiple Procedure Payment Reduction on Therapy Claims

First procedure pays 100%. Everything after pays 50%. We order the codes so you get paid the most on the highest paying one.

Plan of Care Certification and Recertification

Initial POC in 30 days. Recert every 90 days. We send you a list 10 days before anything expires. Name, therapist, last visit. No more surprise denials.

Our Rehab Billing Services

We don’t just hit “submit” and disappear.

Eligibility and Benefits

We check it 48 hours before the first visit. Therapy limits, auth, copay.

Charge Entry and Coding

CPT, ICD-10, modifiers, units. Scrubbed against payer rules.

Claim Submission

98.4% go through clean. If the clearinghouse kicks it back, we fix it that day.

Payment Posting

ERA and EOB posted in 24 hours.

AR and Denials

We start calling on day 15. We write the appeals and attach the documentation.

Reporting

Every week you get AR aging, denial reasons, and collections. Real numbers.

Rehab Provider Credentialing and Payer Enrollment Services

Hiring a new therapist shouldn’t mean waiting 4 months to bill.

Medicare PECOS Enrollment for Therapy Providers

45-60 days average. We do the application, upload licenses, and call the MAC until it’s done.

Medicaid and Managed Medicaid Enrollment

Every state is different. We handle the paperwork and portal setup.

Commercial Payer Contracting and Re-Credentialing

BCBS, Aetna, Cigna, UHC. We negotiate rates and keep CAQH updated so you don’t get dropped.

CAQH Profile Setup and Maintenance

We re-attest every 90 days. So payers don’t deny for “provider not found.”

Adding a New Therapist or Clinic Location to Existing Contracts

Usually 2-3 weeks instead of 3 months. We push and we update you every Friday.

Rehab Medical Billing Services in All 50 States

A rule in California isn’t the same in Florida. We bill in all 50 states so we know the differences.

Medicare Part B Therapy Billing Across MAC Jurisdictions

NGS, WPS, Novitas, Noridian.Each one wants documentation a little different.

We code to the MAC.

State Medicaid and Managed Care Therapy Rules

Some states want prior auth every 10 visits. Some cap visits. We track it per patient.

Workers' Compensation and Auto or No-Fault Rehab Claims

WC and auto take forever. We send the narrative reports and track the liens so you actually get paid.

Multi-State and Multi-Location Rehab Groups

2 clinics or 20. You get one report and one team.

80+ Rehab EHRs and Practice
Management Systems We Bill In

You don’t have to change a single thing about how you run your practice.

Therapy-Specific Platforms

We bill in these every day:

You won’t have to explain any of this to us.

General Practice Systems

We work in these too:

We know where therapy notes need to drop, how to post EOBs, and how to fix eligibility issues before they become denials.

You Keep Your Software. We Work Inside It.

Here’s exactly how it works:

And that’s just the big names.

We also work in 70+ other systems.

If you use it for rehab, chances are we’ve billed in it.

Why Rehab Practices Choose SwiftCare Billing

Because this is all we do.

For 11 years, we’ve focused on PT, OT, and SLP billing.

Nothing else.

Here’s What You Get

One dedicated biller, every time

Not a ticket number. Not a call center. A real person who knows your clinic and payers.

Real reports you can see

Not summaries. The actual reports behind every number. You’ll see where money is stuck, what’s denied, and what we fixed.

28 days in AR, not 52

The industry average is 52 days. Our clients get paid almost a month faster.

Medicare audit protection

If Medicare audits you, we send the packet. Every unit is documented. Every 8-minute rule backed up. Every note attached.

Rehab-only expertise

11 years focused only on therapy billing. We know the rules, caps, and payer quirks.

One of our clients in Ohio told us last month:

“I’m not doing billing on Sundays anymore. For the first time in 3 years.”

That’s the point.

How We Handle HIPAA

We don’t take this lightly. Patient data is not ours.

Our Compliance Stack

If You Get Audited

We send you our full compliance packet within 24 hours.

Everything an auditor will ask for.

Reclaim Control Of Your Rehab Practice Revenue And Your Time

You didn’t go to PT school to argue with insurance.

In 30 days here’s what changes:

Ready to Turn Your Revenue
Cycle Into a Growth Engine? Let’s talk!

Have Questions?
Let’s Discuss

Fill out this form, tell us about your practice’s unique needs, and get a tailored solution!

Frequently asked questions

Do You Bill in All 50 States?

Yep. Medicare, Medicaid, commercial. We know the MAC rules for each state.

How Long Does Rehab Provider Credentialing Take?

Medicare is about 45-60 days. Commercial is 60-90. We update you every Friday.

Do I Have to Switch My EHR to Work With You?

No. We work inside what you have. WebPT, Prompt, Raintree, and 70 more.

How Do You Apply the 8-Minute Rule to Timed CPT Codes?

Add up all timed minutes, subtract untimed.

Then:

8-22 = 1 unit
23-37 = 2 units
38-52 = 3 units

When Do You Append the KX Modifier?

After $2,330 in 2026. We alert you at $2,000.

Do You Bill Workers' Compensation and Auto Claims for Therapy?

Yes. We do the narratives and track the liens too.