Questions PT Clinic Owners Ask Before Hiring a PhysioVA

PhysioVA candidates are Philippine-licensed physical therapists trained for nonclinical remote clinic administration.

They already understand physical therapy terminology, documentation workflows, plans of care, prior authorizations, insurance verification, and rehabilitation-clinic operations.

Your clinic will still provide onboarding for its specific policies, payer mix, EMR setup, communication preferences, and escalation procedures.

PhysioVA candidates are Philippine-licensed physical therapists screened for their professional background, communication skills, technology readiness, and suitability for remote administrative work.

You interview the recommended candidate before deciding whether to begin the paid pilot.

We typically present qualified candidates within 48 hours after confirming your clinic’s requirements.

The final start date depends on interviews, agreements, system access, scheduling, and clinic-specific onboarding. Many clinics can begin within three to five business days.

PhysioVA support starts at $12 per hour.

• No placement fees
• No setup fees
• No long-term contracts
• No charge for candidate matching or onboarding

You pay only for the hours your PhysioVA works.

New clients typically begin with a one-week paid pilot. At the end of the pilot, you can review the fit and decide whether to continue with an ongoing schedule.

Yes. Your schedule can be based on the workflows you want to delegate and the number of support hours your clinic needs.

Starting with a small group of clearly defined responsibilities is usually more effective than delegating everything at once.

A PhysioVA can support nonclinical administrative workflows such as:

• Prior authorization tracking
• Insurance verification
• Patient scheduling and follow-up
• New-patient intake
• Referral management
• Documentation preparation and scribing
• Billing and accounts-receivable follow-up
• Plan-of-care and compliance tracking

The exact responsibilities are defined with your clinic before the VA begins.

Your PhysioVA works inside the systems already approved and used by your clinic.

These may include:

• Your PT EMR or practice-management system
• Payer and prior-authorization portals
• Scheduling platforms
• Secure email and communication systems
• Online fax services
• VoIP phone systems
• Billing and accounts-receivable tools

Access should be provided through individual, clinic-controlled accounts with permissions appropriate for the assigned role.

Yes. PhysioVA candidates may have experience with systems such as WebPT, Raintree, Prompt, TheraOffice, Empower EMR, and other rehabilitation-focused platforms.

Experience varies by candidate, so we prioritize applicants whose background aligns with your clinic’s software and assigned workflows.

Even an experienced candidate will need onboarding for your clinic’s templates, naming conventions, internal policies, and specific EMR configuration.

A PhysioVA can support documentation through:

• Live scribing
• Medical transcription
• Chart preparation
• Formatting clinician-provided information
• Tracking incomplete documentation
• Following up on missing signatures or required items

The treating clinician remains responsible for clinical judgment, accuracy, final review, and signature.

A PhysioVA provides nonclinical remote administrative support. Unless separately authorized and legally permitted, a PhysioVA does not independently:

• Diagnose patients
• Provide physical therapy treatment
• Create or modify a plan of care
• Make clinical decisions for the treating provider
• Sign documentation as the treating clinician
• Represent themselves as holding a U.S. state PT license

PhysioVA candidates are Philippine-licensed physical therapists unless a candidate independently holds additional credentials.

They are placed in nonclinical administrative support roles and do not provide physical therapy evaluation or treatment to your patients.

PhysioVA team members receive HIPAA training and are expected to follow the clinic’s privacy, security, access, and incident-reporting procedures.

When protected health information is involved, responsibilities and permitted uses should be documented through the appropriate agreements, including a Business Associate Agreement when applicable.

Clinics should also provide:

• Individual clinic-controlled user accounts
• The minimum system access needed for assigned tasks
• Multifactor authentication where available
• Approved communication and storage systems
• Clear security and incident-escalation procedures

1. Identify the workflows you want to delegate
2. Review qualified candidates
3. Interview your preferred candidate
4. Define responsibilities and performance expectations
5. Set up agreements and approved system access
6. Train the VA on your clinic-specific processes
7. Begin the one-week paid pilot
8. Review the fit and decide on the ongoing schedule

Before the VA begins, define measurable expectations such as:

• Insurance verifications completed before visits
• Authorizations tracked before expiration dates
• New inquiries contacted within your target response time
• Scheduling gaps worked consistently
• Assigned tasks completed accurately and on time
• Outstanding issues escalated appropriately
• Administrative hours removed from clinic staff

The financial impact depends on your current staffing costs, assigned workflows, payer mix, workload, and implementation.

A useful starting calculation is:

Weekly administrative hours × the hourly cost of the employee currently completing that work

Compare that amount with the cost of completing the appropriate work through a PhysioVA.

PhysioVA does not guarantee additional patients, collections, or revenue.

Tell us as soon as a concern appears. We will review whether the issue involves training, unclear expectations, workload, communication, performance, or candidate fit.

When the match is not right, we will work with you to identify an appropriate replacement.