General

What is OptimisPT®?

• OptimisPT is a subscription-based software system, designed specifically for outpatient physical therapy clinics, that can be accessed through any web browser.
• Modules include documentation, billing, scheduling, accounting and practice management.

Who is behind it? Who designed the software?

• OptimisCorp, a privately held and well capitalized, profitable company, owns OptimisPT.
• Leaders in the physical therapy profession including Joseph Godges DPT, OCS, Stephen Levine DPT, MS, HA, Helene Fearon PT and John Waite DPT, OCS have all been instrumental in the development of OptimisPT.

Who is OptimisCorp?

• In 2004 we began to develop a revolutionary electronic medical record specifically designed for the physical therapy practice. This effort resulted in the establishment of OptimisCorp as the vehicle to develop OptimisPT, the first end-to-end software solution created for physical therapists, by physical therapists.

How sure can I be that OptimisCorp will be around for the long run?

• Since its inception 4 years ago, OptimisCorp has been profitable and on a steady growth curve, with ambitious plans for the next several years, primarily around the development and expansion of OptimisPT.
• The core stability of the company is provided by the seasoned practices in the clinical services division with track records of over 25 years of profitability.
• These clinics utilize OptimisPT every day to enhance efficiency and productivity.

Who is currently using OptimisPT?

• OptimisPT is being used by beta users including Rancho Physical Therapy, Fearon Physical Therapy, Evolution Physical Therapy, Comprehensive Physical Therapy, and MVP Physical Therapy.

What evidence do you have that OptimisPT will have a positive impact on my practice?

• The software has been field tested with real PTs and patients with spectacular success at various company-owned and operated as well as third-party clinics.
• Over 400,000 patient visits have been recorded and documented using the OptimisPT software platform, in both the client server version and the newly released web version, which confirmed the efficiency and compliance gains associated with the program.

Will it work for multiple clinics?

• Yes. OptimisPT will support any number clinics.
• OptimisPT has been built and tested to easily scale from one or two therapist practices to much larger organizations.

How often is OptimisPT updated?

• As a web-based system, enhancements are made easily and regularly.
• Our team of clinical and compliance experts, who are exclusive to OptimisPT, ensure that changes due to Medicare policy, national payer rules, professional standards, and clinical evidence, outcomes data, etc., are updated and integrated into the program on a continual basis as these changes occur. As an OptimisPT subscriber, you will always be up-to-date!

Pricing

How much does it cost?

• OptimisPT is priced on a per visit basis, tied to monthly volume, with price breaks available to higher volume practices.
• This gradient payment scale allows OptimisPT to flex with your practice.
• Actual pricing will be published with the commercial release of the software in the second half of 2010.

Can I try it out before I sign up for OptimisPT?

• We are offering a no risk 60-day trial.
• Our professional implementation team will provide general set-up assistance, and help in transferring both patient and billing data.
• You can use the software for 60 days while evaluating its benefits.
• If you continue, there is no long-term contract to sign.
• If you end your subscription prior to the expiration of the 60-day trial, your account will be closed and no charges will be due.

Are there charges for updates or maintenance?

• There are no additional charges for updates, which are done seamlessly, nor are there maintenance fees or “new version” fees.

Are there any fees for data storage and retrieval?

• Your per visit fees include full indexing and search capabilities as well as data storage on our servers for a period of two years.
• Beyond two years, we will provide data storage at our facilities for a nominal charge.

Beta Program

How many beta subscribers are you looking for? How are beta subscribers selected?

• The Beta Program will be offered to a limited number of clinics who fit the profile outlined below.
• OptimisCorp will consider several factors, including but not limited to: clinic location, size, staff availability to provide input and feedback, and third party vendor software programs and services currently in use.

What does being a beta subscriber entail? What responsibilities do I have? What will be expected of me?

• Beta subscribers are integral to the process of creating and improving the software.
• As such, OptimisPT expects beta subscribers to actively communicate with our implementation, product planning and software development staff to notify us of potential software enhancements and corrections

When can I expect to participate in the beta program? How long does the beta program last?

• The OptimisPT beta program will run through March 31, 2010.
• The beta program will conclude when OptimisPT is launched commercially in the first quarter of 2010.

What are the benefits of participating in the beta program? Should I just wait for the commercial launch?

• Beta subscribers will receive a lifetime discounted price of $1 per patient visit.
• Prices for the commercial release of OptimisPT will be significantly higher.

When will the product be commercially available?

• The commercial release of OptimisPT is expected to occur in the first quarter of 2010.

Since the billing module is not yet completely functional, how will I do my billing?

• Beta subscribers will work with the OptimisPT implementation staff who will coordinate with each beta subscriber on how billing and collections will be performed based on the current functionality of the software and the particular beta subscribers' circumstances.

If I want to keep my existing scheduling and billing programs, can I still be a beta subscriber?

• OptimisPT will be accepting beta subscribers on a case by case basis, expecting that particular beta subscribers will have varied environments in which they operate.
• If your clinic is invited to participate, your OptimisPT implementations coordinator will factor in your specific scheduling and billing needs.

Security and Access

Is the system HIPAA compliant?

• OptimisPT will comply with all HIPAA regulations.
• The development team is currently performing an end-to-end gap analysis, and will receive an independent third-party HIPAA privacy audit prior to its commercial release.

Is our patient data secure?

• All Protected Health Information (PHI) , including transactional information and patient records, are stored in a secure SAS70 compliant data center, and are encrypted both in transit and at rest.
• OptimisPT has a fully featured administrative platform which allows practice administrators to manage users accounts, assign passwords and authorize individual PTs and other staff to perform specific functions in the application.

Can I access OptimisPT from outside the office?

• Yes. Since OptimisPT is web-based and securely encrypted, you can confidently access it from anywhere you can pull up a web browser.

What if a PT quits?

• User permissions are controlled by the administrator at the clinic level and can be revoked immediately.

How secure is it from hackers?

• All connections to OptimisPT are encrypted using the highest grade 256 bit SSL encryption which keeps data very secure in transit.

What happens if my system goes down?

• OptimisPT is web-based. If your connection temporarily goes down, OptimisPT will save your data up to the point where the connection was lost.
• Upon restoration of the connection, the therapist simply picks up where he or she left off.
• The web connection must be restored in order to post transactions and continue using OptimisPT.

Tell me about the data center and the procedures for back-up and redundancy.

• OptimisPT operates a high capacity network data center. Backup, redundant systems are also in place in the unlikely event that the primary facility suffers an outage.
• The only downtime for OptimisPT will be scheduled, announced and completed as part of routine maintenance during off-clinical hours. And all information is backed up off site in real-time, ensuring your data is never lost.
• As a web accessed tool, OptimisPT is updated frequently and seamlessly without the need to install disks, configure printers or worry about compatibility issues.
• OptimisPT stores all data on fully redundant, network attached storage, with database snapshots every hour, and full backups every 24 hours, significantly reducing the possibility for data loss.

Training & Support

Once I buy, will someone help me get set up with OptimisPT? Is there training support available?

• Yes. OptimisPT will provide an implementation/support person to help you set up an implementation checklist, walk you through the tutorials, and generally offer post-sales support.
• In addition you can contact us, toll-free by telephone, by email, and online through the OptimisPT User Forum.
• There are also online training tutorials covering the majority of key aspects of the software. Webinars may also be added should demand for them be high.

Is it easy to train my staff? How much time will training take? Can I buy training?

• While our goal is to make the installation and usage of OptimisPT as easy as possible, we also realize that everyone is coming to it with different levels of experience. To facilitate an easy transition to OptimisPT, we have developed video tutorials, an implementation team, live telephone assistance and individualized on-site assistance.
• Training will be an ongoing process, but with the training tools provided by OptimisPT, most PTs should master the basics and be up and running in days not months.
• Additionally, subject to availability, on-site training can be arranged for a daily fee plus travel expenses.

Hardware / IT

What equipment do I need? Is there recommended equipment? What are the minimum requirements?

• OptimisPT can be used with any computer that is connected to the web via a web browser.
• It does not require the installation of additional servers, specialized printers or a collection of new computers to use the system.
• If you can access your email, you can use OptimisPT today.
• There are no real minimum requirements.

Which browsers are supported? Is OptimisPT compatible with Apple computers?

• OptimisPT is designed to work on modern, standards compliant browsers including Firefox (3.0+), Safari (3.0+), and Google Chrome.

Are tablets supported? What about handheld devices (e.g., iPhones, Blackberries, Windows mobile phones)?

• As long as the tablet supports 1024 x 768 screen resolution, which is now an industry standard, you can use it.
• Handheld devices are not fully supported at this time. You can use the Safari browser on your iPhone but it is not the ideal way to access information.

Program Features – General

How do I control access to the various program modules?

• Access to each program area of OptimisPT is assigned by a designated administrator for the practice.

Can user roles and permissions be assigned?

• Yes, they can be assigned.

Does it have reporting functionality?

• Yes. We provide a set of practice management reports and a dashboard to review key metrics of performance.

Is it customizable? Is it adaptable?

• Yes, there is significant ability to customize patterns, exercise protocols, fee schedules, etc.
• However, due to the significant built-in compliance and audit protections, and the focus of OptimisPT to assist in reducing unwarranted variation in practice, some features, including some documentation reports, are only minimally customizable.

Scheduling

Will OptimisPT interface with my scheduler?

• OptimisPT is designed as an end-to-end solution, with the OptimisPT scheduler being an important portal for patient information to be easily and efficiently populated into the other modules.
• The work required to interface with any outside scheduling system will be evaluated and priced on a case-by-case basis.

Can my scheduling (and patient) data be transferred to OptimisPT?

• Yes. Being an open system, we currently transfer data from other applications.
• As part of the initial setup, we will work with subscribers to evaluate the requirements needed to import and export data from selected applications.
• An analysis will be performed by our technical team to determine the requirements and costs to transfer data, including assessing the capabilities of your existing system which can vary significantly between applications.

Can patients log in directly to schedule appointments?

• This is not currently available. We are looking at adding a patient portal to future releases.

Documentation

Will it meet my state-specific documentation and billing requirements?

• Yes. OptimisPT supports the billing of Medicare and its various fee schedules based on geographic regions throughout the country.
• Workers' Compensation codes may vary by state and modifications can be easily incorporated into the program as administrative updates.
• Since OptimisPT has been built to support the needs of physical therapists through specific contract loading unique to any practice, OptimisPT can be run in any state with any payor type or configuration, from Medicare and Workers Compensation, to reduced FFS, case rate, day rate, and capitated agreements.

How much patient related demographic data is pre-populated?

• From patient intake and treatment to final billing and discharge, we have set up OptimisPT to pre-populate relevant data and screens to maximize efficiency and compliance throughout the program.
• ICD-9 and CPT codes are pre-populated. OptimisPT also allows you to create your own charge master and fee schedules specific to various payor contracts.

How quickly can a treatment note be created? How quickly can progress reports be created?

• Within a beta testing environment for OptimisPT, most clinicians are saving significant time in the preparation of treatment notes and reports.

Billing

Will OptimisPT interface with my billing system?

• While we have built OptimisPT to provide true integration between billing and scheduling, we do support import/export of data to other systems.
• Should you chose to stay with your current billing system, an analysis of that system and the interface requirements necessary will be done and priced on a case-by-case basis.

Can my billing data be transferred to OptimisPT?

• Yes. We currently transfer data from other applications. It is an open system. As part of the initial setup, we will work with subscribers to evaluate the requirements needed to import and export data from selected applications.
• An analysis will be performed by our technical team to determine the requirements and costs to transfer data, including assessing the capabilities of your existing system which can vary significantly between applications.
• It is recommended that old data be maintained in your existing system where collections work can be done in that system for a period of time until all current patients are in Optimis and collections on old patients have run their course.

Will OptimisPT provide for billing through a clearinghouse? Is there an automatic payment posting capability?

• Optimis is currently configured to create 837 forms which are specifically for electronic billing either through a clearinghouse or directly to insurance payors who allow for this functionality.
• Additionally, Optimis has the ability to electronically post payments on a line item basis against the patients account significantly increasing efficiency.

Does OptimisPT track expected reimbursement as well as amount invoiced?

• Yes, each practice can define contracts with each of its insurance companies in addition to receiving guidance in forecasting.
• You will be able see what you expect vs. what you actually receive.

Will it populate a CMS 1500?

• Yes, absolutely. Optimis generates a CMS-1500 report by default. It will also generate ASC X12N 837 (electronic) claim forms.
• CMS-1500 may be previewed as a PDF file (with claim form background). 837 forms will be generated as a text file, which can be uploaded to a clearing house or third-party payor site.

Program Features – Practice Management

How can I use it as a practice management tool?

• OptimisPT provides dashboard indicators and reports that facilitate easy access to the information you need to manage all aspects of your practice.

Does OptimisPT handle cash and accrual accounting methods?

• Yes. With either of these accounting methods, OptimisPT will give you confidence in the input and tracking of financial data and efficient reports that are critical to sound financial management of the practice.

Does OptimisPT provide audit protection?

• Yes, this is one of the strengths of OptimisPT never before seen in the physical therapy industry. Although no one can guarantee that you won’t be audited, our experts, including Steve Levine and Helene Fearon, have incorporated intelligent alerts, notices, reminders, and practice management reports, currently unavailable in the marketplace, designed to identify potential problems before they occur, minimizing the risk of billing for services that are not medically necessary or that are inconsistent with Medicare and other third-party requirements.

 

In response to great demand and desire to receive broad feedback, we have opened the Beta Program to additional practices. This is an opportunity for interested clinic owners to receive special pricing, and to participate in shaping OptimisPT during its final key stage of development. Response has been very strong, so please do not delay your application. The Beta Subscription offer will remain in place through March 31, 2010.

We are interested in clinics and clinic owners who feel passionately about driving the advancement of our profession, as well as enhancing the capabilities of practicing physical therapists. Beta Subscribers will carry the responsibility of providing regular feedback on day-to-day experience with OptimisPT, as well as suggestions for improvements. Beta Subscribers will receive a lifetime discounted rate of just $1.00 per patient visit. The regular subscription rate for OptimisPT, although not yet published, will be considerably higher.

We apologize in advance to those interested parties whose Beta Subscription applications cannot be fulfilled. General commercial release of OptimisPT will occur in the first quarter of 2010. In the meantime, we will post regular updates of progress as we finalize the commercial rollout. To facilitate discussion, we are creating a user forum where we encourage you to participate and offer your insights. If you are interested in OptimisPT but not a Beta Subscriber, the forum will also be a place to follow the development of the software.
 
To learn more about the Beta Program, contact us