As a physical therapy clinic owner, I thought I had a solid grasp on how billing worked. We provided great care, documented everything thoroughly, and followed what we believed were best practices. So when our insurance reimbursements started to slow down and our denial rate climbed, I was caught off guard.
It took partnering with Webill Health to realize just how much we didn’t know—and how much better our billing could be.
Here’s what I learned about physical therapy billing denials, and how Webill helped us turn it all around.
Even One Missing Modifier Can Cost You
One of the first things Webill uncovered was our modifier usage. We were either misusing or forgetting essential modifiers like:
GP – Required for all outpatient physical therapy services
59 – For distinct procedural services (which we used inconsistently)
KX – For Medicare patients exceeding the therapy threshold
Incorrect modifiers were one of the leading causes of claim denials in our system. What seemed like small coding mistakes were leading to hundreds—sometimes thousands—of dollars in lost or delayed revenue.
With Webill’s expert coders reviewing every Incomplete or Invalid PT Notes in Physical Therapy Billing claim before submission, those errors quickly disappeared.
Medical Necessity” Means More Than a Diagnosis Code
We used to think that attaching the correct diagnosis code was enough to justify a therapy service. But I learned that insurers, especially Medicare, want to see clear functional progress supported by:
Objective outcome measures
Detailed daily progress notes
Justification for continued care
Webill trained our therapists on what documentation payers actually look for—and how to avoid vague or incomplete language that can trigger denials.
Thanks to their guidance, we now have stronger clinical notes and fewer “not medically necessary” denials.
Timed Codes Are a Common Pitfall
We were also losing money due to issues with timed CPT codes (like 97110, 97530, etc.). We weren’t consistently documenting the total treatment time correctly, and sometimes the number of billed units didn’t match the time recorded.
Webill introduced a simple, easy-to-follow system for:
Tracking total one-on-one time
Ensuring proper rounding of timed codes
Matching billing units to the documentation
They even provided us with quick-reference tools our team still uses daily.
Denials Need Immediate Action—Not Just Resubmission
Before Webill, we would resubmit a denied claim and hope for the best. Webill showed us the power of well-crafted, payer-specific appeals. Their team responds to denials within 24–48 hours and supports appeals with proper documentation and regulatory citations.
Now, instead of hoping claims get paid, we’re confident they will.
Prevention Is Better Than Correction
The biggest takeaway from working with Webill Health? Preventing denials is easier, cheaper, and faster than fixing them.
Their pre-bill review process, coding expertise, and real-time documentation support have helped us reduce our denial rate from 17% to under 4%. Our revenue is more predictable, and our staff spends less time chasing payments and more time focused on patient care.
Education Is Part of the Partnership
Webill didn’t just handle our billing—they educated our team. From front desk staff to therapists, everyone got insights into how billing works, why certain notes matter, and how to document smarter.
Their approach wasn’t about blame—it was about building a better system together. That made a huge difference in how my team embraced the process.
Final Thoughts
I came to Webill Health thinking we just needed help with billing. I walked away with a better business, a more confident team, and a reliable process that keeps our revenue flowing smoothly.
If you're facing physical therapy billing denials—or just unsure if your system is as efficient as it could be—Webill Health is the partner you need. They don't just process claims—they help you understand, improve, and succeed.
