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Success Story: Chatterbox Pediatric Therapy Center

physical therapy software

With MediLinks, handwritten notes and manual tracking are replaced by time saving automation.

At Chatterbox Pediatric Therapy Center, providers of speech, language, and occupational therapy services, managing the multi-step referral process and tracking allowables on paper was cumbersome. Therapists took notes by hand on Medicaid-approved data sheets and spent hours writing four- or five-page narrative evaluations for each of the 550 children and young adults seen each week. However, since the Chatterbox staff added MediLinks software across the organization’s two Idaho locations, co-owners Nikki Bentz and Kirsten Ulias say their team of 23 therapists and certified assistants now operate more efficiently and effectively.

“Evaluation time was cut significantly, and we all really love that!”

Kirsten Ulias
Speech-Language Pathologist and Director of Operations

With MediLinks, Chatterbox Pediatric Therapy Center can now:

  • Initiate referral processes and complete narrative evaluations in minutes rather         than hours
  • Input treatment notes electronically and monitor Medicaid and insurance                    allowables automatically
  • Manage scheduling across multiple facilities

Streamlined referral processes

“Our biggest problem was the paperwork trail,” recalls Bentz, who is a speech-language pathologist and the center’s director of finance. “There are so many steps in the process, and we had so much printed paper to keep track of,” she adds. In addition, assures Ulias, who also is a speech-language pathologist and the center’s director of operations, “Evaluation time was cut significantly, and we all really love that!” Now, MediLinks helps the Chatterbox team keep track of every step, from the initial referrals to the completed assessments. Therapists simply search for clients by name, and all the relevant data is at their fingertips in an instant.

Electronic treatment notes and automated allowables

Rather than write notes by hand throughout the course of each 30- to 60-minute session, therapists
now use MediLinks to develop and document each patient’s plan of care. Laptops in the therapy rooms are used to access the web-based software application, and therapists “input treatment notes during sessions and easily access them later as needed,” confirms Bentz.
Managing allowables and therapy caps is also much easier with MediLinks. “We used to keep track of our Medicaid amounts and our insurance allowables by hand or on paper, so now MediLinks is tracking those visits for us, so we’re not having to do that manually,” Ulias says.

Scheduling multiple locations

With more than 20 therapists and assistants, some of whom work at both locations, scheduling can be challenging. The process is made even more complex because each client is assigned to a single room, so the availability of therapy rooms, which total 20 across both locations, must also be managed.
In MediLinks, schedules for both locations are organized by location tabs. Color-coordinated displays differentiate between evaluations, treatments, meetings, etc., so therapists’ time is managed efficiently.
With all of the time saved using MediLinks, staff at Chatterbox Pediatric Therapy Center now have more time to care for clients. As a result, the team can more effectively meet the organization’s ongoing commitment to “consistently exceed client expectations by providing individualized assessments and treatment for individuals of all ages.”

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