AI Readiness Assessment · Outpatient physical therapy clinics
Get your systems down, starting with the front desk.
In one call we map how verifications, auths, cancellations and plan-of-care signatures run today, then hand you a report on what your EMR already does, which tools are worth adding and what each costs, and a 4-day plan your team can follow to turn on the first fixes.
$999 flat · full refund if fewer than 3 tools pass
Not ready? Start with a free 15-minute callWe check every recommendation against the systems you already run.
- Microsoft 365
Product names and logos are trademarks of their owners. Real Simple Solutions is not affiliated with, endorsed by, or a partner of any of these companies.
Sample report, pages 2 & 8: executive summary and financial impact. Fictional practice.
Built for outpatient PT clinics running a 2–3x-a-week schedule.
This is for clinic owners, clinic directors and front-desk leads who keep hearing about AI but haven't seen it save an hour in their own clinic. You don't need to be technical. You get a straight answer to one question: what's worth your money?
- Visit authorizations and visit limits tracked in a spreadsheet, or in someone's head
- Plan-of-care re-evals and progress notes that slip past their due date
- Plan-of-care signatures from referring physicians that need three follow-up faxes
- No-shows and late cancellations leaving holes in a full book
- Home exercise programs handed out on paper and forgotten by the next visit
- Payer documentation requests and denials that pull therapists off the floor
It's not a fit if:
- You want custom software built. That's a separate engagement (see Fractional CAIO follow-on).
- You're a solo practice with one main bottleneck. The free 15-minute call will probably get you further.
- You need a compliance or security audit. This assessment looks at your operations. It doesn't certify anything.
Insurance, cancellations, and a front desk carrying it all.
PT owners describe the same three headaches.
Verifications, auths, visit limits and payer rules that keep changing.
“Insurances and figuring out all the different rules and laws associated with them … is 90% of the headache.”
PT clinic owner (10 PTs), on Reddit, 2025 We trace how your clinic handles verifications, auths and visit limits. The report names the tools, or the EMR settings you already pay for, that flag an expiring auth or a visit cap before the visit, each with cost, setup time and estimated hours back.
No-shows, late cancels and drop-offs that leave holes in the schedule.
“It is an ongoing nightmare.”
PT practice owner (5 PTs), on Reddit, 2023 We check your reminders, waitlist and backfill setup against what your EMR already includes. You leave with a 4-day plan your team can follow to turn on the features you already pay for, before the report suggests anything new.
Everything runs through one or two people at the desk.
“Yeah, when the front desk stinks, you do so much more and life is harder.”
PT clinic owner, on Reddit, 2026 We find the repetitive work that piles up at the desk (re-verifying, reminder calls, chasing POC signatures, intake forms) and price tools that could take it off their plate. The phones stay human. Nothing on the list replaces the person at the desk.
Quotes are from public posts, testimony and interviews by practice owners and staff. They are not our clients.
We start with your bottlenecks, not with the tool.
Here's what lands in your inbox.
This is a sample built for a fictional practice, so you can see the format before you buy.
ROI from the numbers you gave us
Pages 2 & 8 of 9
AI Readiness Assessment
- Prepared for:
- Sample Practice
- Assessment date:
- March 2026
- Business type:
- 2-location outpatient PT clinic, 7 therapists
- Primary focus:
- Authorizations, cancellations, and signatures
Executive summary
- The pain
- Authorizations run out mid-plan, cancelled slots sit empty, and signature faxes need three tries.
- The outcome
- Visit limits get tracked, open slots get offered, and plans of care come back signed.
Financial impact
- Total monthly tool cost
- $525
- Weekly time returned
- 15 hrs
- Monthly net ROI
- ~$1,300
Illustrative, fictional practice. Net ROI values saved hours at $28/hour, a typical loaded front-desk and billing cost (wage plus benefits), minus tool cost. It doesn't count refilled visits.
Quick wins, top-left: start here
Impact–effort matrix
Pages 3 & 7 of 9
Impact
Quick Wins
Major Projects
Fill-Ins
Ignore These
Effort to set up
- 1Authorization and visit-limit tracking
- 2Cancellation backfill
- 3Physician signature follow-up
- 4HEP adherence between visits
- 5Re-eval due-date reminders
- 6Payer documentation requests
- 7Review requests after discharge
- 8Frustration with the PT platform
What comes after quick wins
- Re-eval due-date reminders, rebuilt as plan-of-care alerts inside the PT platform.
- Payer documentation requests, answered from a standard packet.
Every tool priced and timed
Recommended solutions
Pages 5 & 6 of 9
Authorization and visit-limit tracking
Authorization and benefits tracking
- Cost/month
- $150
- Setup
- 2 days
- Saves (hrs/week)
- 5
- Contract:
- Month to month
- BAA:
- Signed BAA offered
Cancellation backfill
Automated waitlist and cancellation texts
- Cost/month
- $150
- Setup
- 1 day
- Saves (hrs/week)
- 3
- Contract:
- Month to month
- BAA:
- Signed BAA offered
Physician signature follow-up
E-fax with e-signature routing
- Cost/month
- $50
- Setup
- 1 day
- Saves (hrs/week)
- 3
- Contract:
- Month to month
- BAA:
- Signed BAA offered
HEP adherence between visits
Digital home exercise program platform
- Cost/month
- $175
- Setup
- 1 day
- Saves (hrs/week)
- 4
- Contract:
- Annual
- BAA:
- Signed BAA offered
Didn't pass
Switching to a new PT platform. The clinic's current platform already tracks visits, so switching would take months and return no new hours. The report lists features it already has.
Your 4-day quick-wins plan
- Day one: Authorization tracking. Load open authorizations and visit limits.
- Day two: Waitlist texts. Turn on cancellation offers.
- Day three: E-fax and e-signature. Send plan-of-care signatures and train the desk (30 min).
- Day four: Digital HEP. Move new patients onto it, then check fills and no-shows.
- Book & pay
- Discovery call (60 min)
- We do the research
- Review call (30 min)
We record the call (with your OK) so the recommendations come from what you said, not from our assumptions. Your written report arrives within 3 business days of the discovery call, and the whole thing takes about 90 minutes of your time.
We check every recommendation against the systems you already run: PT platforms like WebPT, Prompt, Raintree, or Jane, plus your billing service and scheduling setup. If a tool duplicates something you already pay for, we say so.
What $999 buys, and what each part is worth to you.
- 60-minute discovery call
- Someone outside the practice maps where the hours actually go, so you stop guessing.
- Written report: 3–7 tools matched to your bottlenecks
- A short list to act on, with a flat price you can see up front, not a sales call.
- Impact–effort matrix
- You see what to do first, and what to ignore.
- Cost, setup time and estimated hours back for every tool
- You see what each tool costs, and whether your EMR already does it, before you pay for anything new.
- The tools that didn't pass, and why
- You also learn what not to buy.
- 4-day plan
- Day by day: what your team signs up for, connects and owns, so they can start without a new hire.
- Financial impact from your own numbers
- The math is shown, so you can check it yourself.
- 30-minute review call
- Your questions answered before you spend another dollar.
What the problem already costs
- 75% of PT practices had to hire admin staff just to keep up (APTA survey on administrative burden, 2025).
- 73% of PT patients miss at least one appointment (PLOS ONE, 2021).
Against that, $999 once.
Fewer than 3 tools pass? You get your $999 back.
Full refund.
A tool passes only if it
- brings in revenue,
- gives your team hours back,
- or improves the patient or client experience,
and only after we've
- priced it,
- timed the setup
- and checked it against the systems you already run.
The report marks every tool pass or fail and shows why. Think a “pass” doesn't hold up? Say so on the review call: if we can't show it meets the test, it counts as a fail. If fewer than 3 pass, ask within 7 days of your review call and you get the full $999 back, no argument.
- The report is yours.
- Use it with anyone, including another consultant or vendor.
- No commissions.
- We don't take referral fees from any tool we recommend.
- No records, no logins.
- We never need patient records, or a login to your EMR or billing system. You tell us how the work runs.
- Data rule
- Any tool that would touch patient information must offer a signed BAA (business associate agreement), or it doesn't make the report. The report shows each tool's BAA status.
- One mention, no pitch.
- If you want help with bigger projects later, we offer an ongoing Fractional CAIO engagement, and your $999 is credited if you start within 30 days. We bring it up once on the review call, and that's all.See how Fractional CAIO works
Who you're working with
Real Simple Solutions works with clinics across the United States. We augment and automate the work around the treatment table, like authorizations, scheduling, signatures, and follow-up, so your schedule stays full.
We work only with clinics and law firms, and every tool we recommend comes priced, timed, and checked against the systems you already run, or it doesn't make the report.
Real Simple Solutions · +1-631-223-7322 · support@realsimplesolutions.ai · Replies the same business day
Not sure yet? Start with 15 free minutes.
Tell us the one thing that eats the most time in your practice, and we'll suggest one tool that could help. There's no report, no cost, and no follow-up sequence.
Questions owners ask before booking
Do you set anything up?
No. We deliver the report and the 4-day plan. Your own team follows the plan to turn on the first fixes, and you sign up with each vendor directly.
Why pay before the discovery call?
The call is the work. What we learn from your answers is what the report is built on. Paying up front also means you get our full attention, not a sales pitch.
What if AI isn't the answer for us?
Then the report says so. Plenty of the best fixes aren't AI at all: a feature your current software already has, better reminders, or a template. Those count as tools too.
Can't I just ask ChatGPT?
For some questions it's a fine start. It can't ask follow-up questions about how your office actually runs, check a tool against your systems, or price the setup. The report is built from your answers, not from a prompt.
Do the recommended tools cost extra?
Yes. You pay each vendor directly, and the report shows every monthly cost and contract term before you sign up for anything.
Will the tools work with the systems we already run?
Checking that is part of the research. If a tool doesn't work with your setup, it doesn't make the report.
What happens to what we tell you?
The assessment is a conversation, not a data transfer. Please keep patient or client details off the call. The recording and transcript are used only to write your report.
How long until I get the report?
Within 3 business days of your discovery call. We schedule the review call when the report is ready.
Who's on the call?
On your side: you, plus anyone who knows where the work piles up, often an office manager, firm administrator or lead paralegal. On ours: the person who writes your report. The same person runs both calls.
Will you tell us to replace our front desk?
No. Nothing we recommend replaces the person at the desk, and the phones stay human. The point is to take the repetitive work off them.
We already use WebPT (or Prompt). Will you just tell us to switch?
No. Switching platforms is a big project, so the first question is always what your current EMR can already do that you aren't using. New tools only make the report when they fill a real gap.
How accurate are verification and auth tools, really?
Not perfect, and owners already know it. The report says which steps still need a person to check, so you're not paying for a tool you have to babysit.
Is this a coaching program with a bigger price later?
No. It's one flat, published price. The report is complete when you get it, and nothing in it is held back for a next tier.
Can you help with Medicare documentation rules?
We look at the workflow around documentation: due dates, reminders, signatures and routing. Compliance decisions about what goes in the note stay with your clinicians and billing team.
Full refund if fewer than 3 tools pass.
Get your systems down, one fix at a time.
Book one call. Leave knowing what your EMR already does, what's worth adding, and a 4-day plan your team can follow to turn on the first fixes.
Or start with a free 15-minute call- $999 flat, paid at booking
- Full refund if fewer than 3 tools pass.
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