Outpatient rehab practice management, from referral to billing.

1. 01
   A referral arrivesAvailable

   Recorded once, triaged and accepted - which creates the patient and opens the episode of care in one step.

2. 02
   The visit is bookedAvailable

   On each clinician's real availability, with check-in, and cancellations kept distinct from no-shows.

3. 03
   The note is signedAvailable

   The clinician documents and signs the visit against the plan of care; a signed note can only be amended with a reason.

4. 04
   The authorization is checkedAvailable

   The visit is held out of billing, with the reason shown, until the payer authorization covers it.

5. 05
   The charge is releasedAvailable

   With the note signed and the authorization covering it, the charge is created and the authorization drawn down in the same step.

6. 06
   The claim is built for your clearinghouseArkCloud RCM - clearinghouse built, not connected

   ArkCloud RCM turns the charge into a claim for your clearinghouse and posts the remittance against it when it returns.

Every outpatient course of care starts as a referral, and in most clinics the same details get typed three times: into a note, into a patient record and into a plan of care. ArkCloud Rehab records the referral once - the referring provider and organisation, the reason in their words, the discipline and urgency requested, and the diagnosis code exactly as they supplied it - and moves it through received, triaged and accepted, or declined or withdrawn.

Accepting a referral creates the patient record and opens the episode of care in a single step, so a referral is only ever marked converted when the patient and the episode actually exist - which is what makes referral conversion a number you can trust. An existing patient is linked by medical record number or by a person choosing them from a search, never because a name and date of birth happen to look alike.

Read how referral-to-episode intake works in outpatient rehab

The front desk books, confirms and checks patients in on ArkCloud's own schedule. Starting the visit creates the encounter the rest of the record hangs from, and a cancellation stays distinct from a no-show, so "booked and did not happen" is still something you can count next month.

Each clinician has recurring weekly availability in your organisation's time zone, with dated exceptions for leave or extra sessions and a capacity for group sessions. Availability governs what can be offered; staff can still book any time they need to.

Where your administrator switches it on - it is off by default - a patient can move an existing appointment to another open slot with the same clinician from the link in their appointment reminder (Available).

Define the services you offer - an initial evaluation, a follow-up visit, a group session - with how long each one takes; the self-pay price comes from your fee schedule, so the estimate and the bill agree. Booking from the catalogue sets the end time for you, so two people booking the same service get the same length. A service can be retired without losing the history of the appointments that used it, and a service with no self-pay rate is shown as such rather than as free.

Each course of care is an episode with an enforced lifecycle - active, on hold, discharged or cancelled - and a discharged episode stays discharged on the server, not just in the buttons on screen. The plan of care sits on the episode with its review cycle and signatures.

Clinicians complete, sign and co-sign their notes. A signed note cannot be edited; an amendment needs a stated reason and keeps the earlier text and signatures word for word, which is what an auditor or a payer asks to see. ArkCloud does not write notes for you - generated documentation is not yet available.

Payer authorizations are recorded against the episode: what was granted, what is left, and when someone next needs to call the payer. A delivered service is held out of billing, with the reason shown, until its documentation and its authorization are in place. When it clears, the charge is created and the authorization is drawn down - by the day, the visit or the unit - in the same step.

Only a note signed by a clinician your administrator has set up for billing releases a charge: linked to a staff record with a current credential and granted the episode's discipline. Until that set-up is done, services are held with that reason.

Those charges are the same records ArkCloud RCM turns into claims, so the episode shows its financial outcome without a second system. Rehab never guesses a procedure code: an uncoded service waits for a person, or a rule you configure, to supply one.

See visits held, missed and cancelled, how much of each clinician's declared availability was used, and new versus returning patients. Rates are calculated over appointments that have actually resolved, so a figure does not drift as next week fills up, and an empty period shows no data rather than a misleading zero.

Standardised outcome measures are licensed content, and a score is only as good as the definition behind it. Every clinical source is registered with its provenance, licence terms are recorded per source, and nothing is published until a second person has reviewed it. Published versions are immutable, and a change at the source is detected rather than silently absorbed.

Scoring and interpretation switch on per measure as approved definitions are published. Their state today, read directly from the product:

Read directly from the product, so this list changes when the product does. A capability that is not available yet is listed with its state rather than left out. How each one works is in the ArkCloud Rehab documentation.