9 Best Physical Therapy Documentation Software in 2023

Documentation, like taking down notes, is essential to providing patient care. In fact, practitioners and healthcare professionals have been doing documentation way before the existence of software and apps. 

If you stumbled upon this article, we’re sure that you know the value, importance, and benefit of proper documentation. Aside from providing better patient care, having the proper documents at the right time can make communication between personnel smoother, streamline the billing process, increase claim approval rates, and more. 

If your practice has been doing it the old-fashioned way for a long time due to security reasons, or you’re simply looking to switch from last year’s software to a better one, you’ve come to the right place. Our article has all the information you need to help you choose the right software for your practice and business. 

In our article, you’ll learn what you should look for in documentation software curated especially for physical therapists and a list of the 9 Best Physical Therapy Documentation Software in 2023. 

Hopefully, by the end of the last section, you find software that’ll suit your needs.

What Should You Look for in Free Physical Therapy Documentation Software? 

Before moving to the highlight of this article, the list of the 9 Best Physical Documentation Software in 2023, it’s best that you have a list of what you should look for in free documentation software for physical therapists. 

Do note that each software has its own pros and cons. We recommend that you do further research and ask for a demo or a free trial to check out or experiment with the features they offer. 

User-Friendly Interface

Documentation in itself is a complicated and time-consuming process. It’ll save time and mental energy if the switch to digital is smooth and navigating the software comes as naturally as possible, even to non-tech savvy practitioners. 

To know if the software is user-friendly, you can check if sections are appropriately labeled, the buttons are the right size, and the aesthetic isn’t cluttered with text or graphics. Do also check if the software is smooth and runs without any problems because it’ll be one more thing you will worry about while learning how to navigate a new tool. 

Easy Search Feature

Documentation software must offer an easy-to-search feature to make it easier for practitioners to search for the patient’s records. Compared to going through labeled alphabetical drawers and folders, it mustn’t take as long for the practitioner to enter the patient’s name or a keyword and find what they’re looking for in documentation software. 

History and Multi-tasking

Sometimes, practitioners may make mistakes or need to multitask. If it’s important to you that you can restore previous editions of your notes and documents and edit notes while looking at a patient’s test result, do double-check if your software offers version control and a multitasking feature.

Organization

Since practitioners will be handling more than a handful of papers, aside from an easy search feature, it’d be helpful if they have the option and tools to organize the documents, whether via color, tags, etc. To add, it will help if the software has a spell-check feature so that the practitioner’s notes will also look organized within the documents. 

Accessibility

Accessibility here means several things:

• The software must be accessible via the web on all gadgets, most especially mobile devices
• Practitioners must be able to share their files with relevant parties
• The notes, documents, and templates they download or create can be edited right on the software or on any other local editor
• Medical documents helpful to the patient can be linked to the main note or intake form for that session
• There’s a medical dictation software for situations wherein the practitioner has their hands full

If the software has several of these, the more accessible it is. 

Secure

With all of the valuable information one has to create and store inside the software, it’s essential that the software is HIPAA-compliant, GDPR-compliant, and has its own security encryption system. 

A final note to help you: If you can’t decide between one or the other, feel free to use a software’s pricing plans and reviews to help narrow down your choices. 

You can ask yourself:

• Which one fits my budget?
• Which of the software’s features do other physical therapists find helpful that can be helpful to me?
• Will the software give me more bang for my buck?

Now that you know what to look for in documentation software for your physical therapy practice, let’s move onto the list of the 9 Best Physical Documentation Software Available in 2023. 

The 9 Best Physical Therapy Documentation Software Available in 2023

Carepatron

Carepatron is all-in-one software healthcare professionals, including physical therapists, can use to automate tasks and streamline processes. On Carepatron, practitioners can create, edit, and store documents. Aside from those, they can also download free medical resources, conduct teleconsulting, produce invoices in minutes, and more. 

Carepatron’s Best Features

• Has free, downloadable templates of medical assessments, forms, etc. 
• Has clinical note templates like SOAP and DAP
• Has medical dictation and spell check
• Accessible via desktop and mobile devices
• Is HIPAA, HITRUST, and GDPR compliant

Carepatron’s Limitations

• Limited data storage for the starter plan
• Not a standalone document management software
• Still a new software in the market

Carepatron’s pricing

• $0/Month/user
• $12/month/user (when billed annually)
• $19/month/user (when billed annually)

Carepatron’s reviews

• Capterra: 4.5 stars (69 reviews)
• G2: No review available.

Raintree Systems

An all-in-one physical therapy EMR/EHR solution, Raintree Systems offers a variety of features such as documentation, scheduling, reporting, and patient engagement. With these features, Raintree Systems promises to optimize workflows, improve efficiency and revenue for healthcare practices. 

Raintree Systems’ Best Features

• Can configure templates
• Has built-in spell check 
• Can set up custom abbreviations and a
• Has specialty specific templates
• Is HIPAA-compliant

Raintree Systems’ Limitations

• No free plan 
• No free trial 
• Not available on mobile devices

Raintree Systems’ Pricing

• Must request for a quote

Raintree Systems’ Reviews

• Capterra: 4.2 stars (9 reviews)
• G2: 4 stars (45 reviews)

InsightEMR by Clinicient

A web-based EMR designed and practice management solution, InsightEMR offers features like documentation, billing services, scheduling, and reporting designed for outpatient rehabilitation practices, PT, OT, SLT, pediatrics, and rehabilitation agencies. 

InsightEMR’s Best Features

• Can bookmark
• Can view history
• Has voice-to-text transcription
• Has “smart” copy 
• Is HIPAA-compliant

InsightEMR’s Limitations

• No apps for mobile devices
• Users express a steep learning curve
• Users express concerns about the speed and smoothness of the software 

InsightEMR’s Pricing

• Starts at $50/month

InsightEMR’s Reviews

• Capterra: 4.4(126)
• G2: No reviews available

TheraOffice

TheraOffice is an all-in-one application that helps practitioners make documentation, scheduling, billing, and clinical reporting more efficient to improve their business and practice. 

TheraOffice’s Best Features

• Can create unique note styles
• Have over 40 customizable templates
• Can integrate with scheduling and accounting
• Can suggest charges to avoid manual calculations
• Is HIPAA-compliant

TheraOffice’s Limitations

• No free plan
• No app available on Android mobile devices
• Users express concerns with the software freezing

TheraOffice’s Pricing

• Must request for a quote

TheraOffice’s Reviews

• Capterra: 4.6 stars (25 reviews)
• G2: 3.5 stars (16 reviews)

ClinicSource

A practice management software, ClinicSource is known for offering secure storage for electronic medical records and other features such as billing, invoicing, and scheduling. 

ClinicSource’s Best Features

• Can customize reporting templates according to therapy disciplines
• Has SOAP notes templates
• Has care plan templates
• Is HIPAA-compliant

ClinicSource’s Limitations

• Customer support is not available 24/7 
• No free plan
• No free trial

ClinicSource’s Pricing

• First User: $72.95/mo
• Additional Users: $36.95 (for full users, unlimited visits) or $12.95/mo (for part-time users & non-providers, <25 visits per month)

ClinicSource’s Reviews

• Capterra: 4.0 stars (63 reviews)
• G2: 3.5 stars (18 reviews)

OptimisPT

Designed by therapists for therapists, OptimisPT is a web-based EMR and documentation software that offers rehab therapy documentation, scheduling, billing interfaces, and practice management. 

OptimisPT’s Best Features

• Has an embedded clinical decision support
• Has fully customizable patterns, text templates, and more
• Can analyze trends and outcome performance
• Has apps available on mobile devices
• Is HIPAA-compliant

OptimisPT’s Limitations

• No free trial
• No free version
• No prices provided upfront

OptimisPT’s Pricing

• Request for a quote

OptimisPT’s Reviews

• Capterra: 4.4 stars (17 reviews)
• G2: 4 stars (3 reviews)

Practice Pro

Practice Pro is an EMR and practice management solution built exclusively for rehab therapy such as physical therapy, occupational therapy, speech-language pathology, and more. This web-based software offers a variety of features, such as a library of customizable clinical documentation, multi-location appointment scheduling, and a patient portal. 

Practice Pro’s Best Features

• Has documentation templates
• Has services to create custom templates
• Can create a copy of previous notes to be used as a jump-off point when creating a new note
• Has “auto snippets”
• Is HIPAA-compliant

Practice Pro’s Limitations

• Not subscription based
• No free trial or plan
• No mobile apps available

Practice Pro’s Pricing

• Essential: $1.25/visit/month
• Premium: $1.50/visit/month
• Enterprise: Request a Quote

Practice Pro’s Reviews

• Capterra: 4.4 stars (115 reviews)
• G2: No reviews available

Practice Perfect

An EMR and practice management application, at Practice Perfect, practitioners can do clinical documentation, schedule, bill, and report, all for the benefit and growth of their practice. 

Practice Perfect’s Best Features

• Can create client forms and templates
• Can be altered on missing daily notes
• Can integrate with MS Word Document
• Can be used on mobile devices
• Is HIPAA-compliant

Practice Perfect’s Limitations

• No free version
• No free trial 
• Users express slowness in the program

Practice Perfect’s Pricing

• $180/per month (4 concurrent users) + $15/month per additional concurrent user
• $140/month/additional location (3 concurrent users)

Practice Perfect’s Reviews

• Capterra: 3.5 stars (13 reviews)
• G2: 4.5 stars (6 reviews)

ETherapyDocs

ETherapyDocs is a software designed to address the concerns of physical, occupational, speech, and mental health therapy practices through features like patient documentation, billing, scheduling, setting reminders, and electric note entry. 

ETherapyDocs’ Best Features

• Has voice dictation and spell check
• Can upload documents
• Can support word processing formatting
• Available on multiple devices
• Is HIPAA-compliant

ETherapyDocs’ Limitations

• No free plan
• No price provided upfront
• Users express concerns with inputting data

ETherapyDocs’ Pricing

• Must request for a quote

ETherapyDocs’ Reviews

• Capterra: 4.7 stars (31 reviews)
• G2: No reviews available

Carepatron Physical Therapy Documentation Software helps Save You 1 Day in Admin Every Week

After seeing the differences among the physical therapy documentation software, it’s easy to see why Carepatron is your best choice. 

Still not convinced? Here’s a list of all of the benefits of using Carepatron:

• You can store all patient notes and medical documents in our secure EHR system that’s HIPAA-compliant and comes with an encryption system
• You can download for free and edit templates in SOAP and DAP formats
• You can upload multiple files at the same time
• Your notes are auto-saved
• You can access your notes on any gadget you have on hand
• The built-in patient portal and the tagging system help you organize your notes
• You can multi-task while creating notes
• There’s a medical dictation and spell-check feature

Even better, all of these features are available and free for you to access if you have an account on Carepatron. Don’t miss out, and sign up at Carepatron today!