Empower Your Patients & Grow Your OT Practice Without Documentation Burnout
Offload SOAP note prep, standardized evaluation reports (BOT-2, Sensory Profile, Beery VMI), insurance prior authorizations, IEP coordination, DME assistive tech tracking, and superbill generation to an expert, fully managed Virtual Assistant.
Up to 70%
Labor Savings vs Local Intake Coordinators
100% Free
Dedicated PM & HIPAA Documentation QA
$0 Hidden
Zero Onboarding, BAA, or Setup Fees
Occupational Therapy Operations Guarantee
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Zero After-Hours Documentation: Pre-populating objective metrics, evaluation templates, and home exercise program (HEP) handouts in your EHR.
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Strict CPT & Billing Accuracy: Line-item precision for 97530 (Therapeutic Activity), 97535 (Self-Care/ADL), 97110, and 97112 re-education codes.
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Seamless Prior Authorizations: Continuous tracking of authorization expiration dates, medical necessity letters, and visit limits to stop claim rejections.
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Zero Supervisory Overhead: Your dedicated SageDoer Project Manager oversees task timelines, HIPAA adherence, and daily assistant deliverables.
Software & Platforms We Master Daily
Your Virtual Assistant works natively inside the pediatric, neurological, hand therapy, and outpatient EHR platforms powering modern rehabilitation practices.
WebPT & ClinicSource
Therapy documentation, plan of care (POC) recertification tracking, CPT code entry & billingSimplePractice & Jane App
Intake packet automation, secure patient portals, calendar buffer scheduling & superbillsAvaility & Clearinghouses
Real-time insurance eligibility checks, deductible breakdowns & electronic claim scrubbingFusion & TherapyNotes
Pediatric goal tracking, custom sensory flowsheets, appointment reminders & discharge summariesKlara & RingCentral
HIPAA-compliant client texting, intake reminder calls, school liaison communication & voicemail triageQuickBooks & Stripe
Private pay invoicing, credit card on file rebilling, HSA/FSA receipt tracking & A/R balance recoveryEngineered for Private Practice OTs, Pediatric Clinics & Rehabilitation Groups
Spend your clinical hours doing what you love—guiding sensory integration, restoring fine motor coordination, and improving patient independence—not battling administrative paperwork.
Evaluation Report & SOAP Note Pre-Population
End the cycle of bringing documentation home every night. Your VA organizes evaluation scores and formats encounter notes directly in your EHR.
- Pre-populating objective score tables for BOT-2, Sensory Profile 2, SPM, and Beery VMI
- Drafting standardized subjective and objective fields from your raw session dictation
- Tracking Plan of Care (POC) 60/90-day re-evaluation and recertification deadlines
Insurance Prior Authorizations & Benefit Verification
Stop surprise claim denials and coverage lapse gaps. Your VA verifies rehabilitation benefits and tracks visit caps before sessions occur.
- Confirming OT visit maximums, copayments, and annual deductibles via Availity or payer portals
- Submitting prior authorization packets with Letters of Medical Necessity (LMN) and progress notes
- Tracking authorized visit countdowns to request re-authorizations 3 weeks before exhaustion
Intake Coordination & Sensory/ADL Questionnaires
Ensure you step into every evaluation with full developmental context. Your VA coordinates intake packets, medical histories, and consent forms.
- Sending digital intake packets, pediatric developmental histories, and sensory questionnaires
- Requesting referral scripts and physician orders from pediatricians and orthopedists
- Confirming credit card on file authorizations and signed HIPAA financial disclosures
School IEP Liaison & Pediatric Schedule Triage
Coordinate smoothly with multidisciplinary teams. Your VA organizes IEP meetings, coordinates with speech/PT providers, and manages waitlists.
- Scheduling school-based Individualized Education Program (IEP) and 504 plan conferences
- Liaising with physical therapists, speech-language pathologists (SLPs), and classroom teachers
- Filling last-minute cancellation slots using your active priority waitlist in SimplePractice
Assistive Technology & DME Equipment Coordination
Ensure patients receive their adaptive equipment without endless vendor delays. Your VA tracks orders with Durable Medical Equipment (DME) vendors.
- Requesting pricing quotes and spec sheets for specialized seating, wheelchairs, and adaptive utensils
- Tracking DME vendor shipments, delivery confirmations, and custom orthotic fittings
- Archiving equipment user manuals and warranty records into patient medical charts
Billing Reconciliation, Superbills & Co-Pay Recovery
Protect clinic revenue flow. Your VA generates compliant superbills, recovers outstanding balances, and investigates rejected claims.
- Generating itemized superbills with correct CPT and ICD-10 codes for out-of-network reimbursement
- Reviewing electronic clearinghouse claim rejections for demographic and modifier errors
- Sending courteous automated reminders for outstanding patient balances and copayments
Traditional Platforms vs. The Smart Choice
Compare the clinical and operational liability of unmanaged freelance websites against our fully supervised medical therapy support model.
| Comparison Matrix | Traditional Platforms | THE SMART CHOICE: SageDoer |
|---|---|---|
| Platform & Commission Fees | Up to 40% in hidden markups, bidding, and memberships | ✓ 0% Hidden Fees. Pay strictly for hours worked. |
| Daily Team Management | Therapist must recruit, onboard, and supervise individual contractors | ✓ Dedicated Project Manager acts as your single point of contact |
| OT & Therapy EHR Literacy | Generalist freelancers with zero knowledge of WebPT, CPT codes, or IEPs | ✓ Internally vetted, rigorously trained rehabilitation operations specialists |
| Hiring & Deployment Speed | Weeks lost reviewing unverified resumes and conducting panel interviews | ✓ Instant delegation. We match and onboard your assistant immediately. |
| Billing & Invoicing | Disjointed multi-currency contractor invoices with erratic payment schedules | ✓ Simple, unified, transparent USD invoicing matching your audit ledger |
| Staff Turnover & Replacements | Freelancers vanish unexpectedly, leaving patient charts stranded mid-cycle | ✓ Seamless internal backup coverage with zero operational disruption |
How SageDoer Works For You
A specialized remote occupational therapy workforce without executive management overhead. Get started in four simple phases.
Submit Requirements
Share your practice specialties (pediatric, sensory, hand therapy, geriatric), active EHR platform (WebPT, SimplePractice, Jane), and primary bottlenecks. Choose your channel:
Finalise the Deal
Our dedicated project manager connects promptly to review your clinical workflows, establish strict HIPAA/BAA confidentiality protocols, and finalize partnership details.
Expert Execution
Your project manager takes full charge of operations, managing chart pre-population, insurance authorizations, and scheduling triage through our internal vetted experts.
Pay Only for Output
We log and charge exclusively for the virtual assistant's actual working time. Your dedicated project manager's quality supervision is completely free.
Simple, Predictable Hourly Rates
No agency placement markups. No multi-month retainers holding your practice budget hostage. Pay only for pure productive hours.
- Pay only for hours of pure work
- Dedicated Project Manager included
- Free management supervision
- Zero setup or onboarding fees
- No monthly membership charges
- Centralised time tracking & reporting
- Pay only for hours of pure work
- Dedicated Project Manager included
- Free management supervision
- Zero setup or onboarding fees
- No monthly membership charges
- Priority coverage & same-day prior authorization submissions
Trusted by Occupational Therapists & Pediatric Clinic Directors
Here is how private practice OTs, sensory clinic founders, and rehabilitation directors reclaim their evenings and eliminate documentation backlogs with our managed virtual assistants.
"Before SageDoer, I spent 2 hours every evening completing SOAP notes and formatting BOT-2 evaluation tables. My VA organizes the objective metrics and pre-populates templates in WebPT while I treat patients. I haven't done documentation on weekends in 6 months."
"Insurance prior authorizations were eating up 15 hours every week. My assistant verifies benefits in Availity, attaches clinical progress notes, and requests re-authorizations 3 weeks before visits run out. Our claim denial rate plummeted to under 2%."
"The dedicated project manager supervision is phenomenal. When our primary VA had planned leave during back-to-school IEP season, SageDoer had a pre-briefed backup assistant handling our school coordination and intake in ClinicSource without missing a beat."
"We saved over $3,700 every month compared to hiring an on-site medical receptionist. Our patient waitlist in SimplePractice is managed actively, adaptive equipment orders are tracked flawlessly, and our superbills go out the same day."
"Before SageDoer, I spent 2 hours every evening completing SOAP notes and formatting BOT-2 evaluation tables. My VA organizes the objective metrics and pre-populates templates in WebPT while I treat patients. I haven't done documentation on weekends in 6 months."
"Insurance prior authorizations were eating up 15 hours every week. My assistant verifies benefits in Availity, attaches clinical progress notes, and requests re-authorizations 3 weeks before visits run out. Our claim denial rate plummeted to under 2%."
"The dedicated project manager supervision is phenomenal. When our primary VA had planned leave during back-to-school IEP season, SageDoer had a pre-briefed backup assistant handling our school coordination and intake in ClinicSource without missing a beat."
"We saved over $3,700 every month compared to hiring an on-site medical receptionist. Our patient waitlist in SimplePractice is managed actively, adaptive equipment orders are tracked flawlessly, and our superbills go out the same day."
Frequently Asked Questions
Real-world questions Occupational Therapists, pediatric clinic directors, and hand therapy specialists ask before delegating practice workflows.
HIPAA compliance is foundational to our healthcare operations. We execute formal Business Associate Agreements (BAAs) prior to onboarding. All assistant access is mediated through encrypted Virtual Private Networks (VPNs), role-based EHR credentials with multi-factor authentication (MFA), and secure password vaults like 1Password. Patient medical histories, evaluation reports, and intake forms are never stored on unauthorized local devices.
Yes. Your VA organizes objective scores from standardized assessments—such as the Bruininks-Oseretsky Test of Motor Proficiency (BOT-2), Sensory Profile 2, Sensory Processing Measure (SPM), and Beery VMI. They input raw scores, convert percentiles and standard deviations into formatted tables, and pre-populate your EHR template so you only need to add your clinical interpretation and treatment goals.
Your VA verifies commercial, Medicaid, and private insurance benefits through Availity and payer portals. They submit electronic prior authorization packets containing your evaluation reports, diagnosis codes (ICD-10), and Letters of Medical Necessity (LMN). They maintain an active tracker monitoring authorization expiration dates and authorized visit countdowns, initiating re-authorization requests 3 weeks in advance.
Unlike unmanaged freelance marketplaces where busy therapists waste precious clinical hours micromanaging individual contractors, SageDoer provides an experienced Project Manager at zero extra charge. Your PM acts as your single point of contact, conducts QA checks on intake forms and superbills, monitors prior authorization turnaround times, and guarantees pre-trained backup coverage if your assistant takes scheduled time off.
None at all. We charge zero platform fees, zero onboarding costs, and zero recruitment markups. You pay strictly for actual productive hours worked at a flat rate of $7/hour for part-time (20 hrs/wk) or $6/hour for full-time (40 hrs/wk). You can scale hours up during seasonal school intake surges and pause flexibly without penalties.
Ready to Reclaim Your Clinical Focus?
Schedule a quick 30-minute discovery call or send us your OT practice EHR platform and operational bottlenecks. We will match you with a vetted occupational therapist virtual assistant and dedicated project manager immediately.
Submit Your OT Practice Needs
Fill out the short form below and our dedicated project manager will contact you within 2 hours.