North Georgia Pediatric Therapies (NGPT) is a pediatric therapy clinic in Georgia serving children from birth to 21. They offer physical therapy, occupational therapy, and speech therapy.
Owner and physical therapist Shae Minnick built the clinic around personalized, goal-driven care, where families come in to address what matters most right now, graduate when those goals are met, and return when new needs arise.
But with about 85% of their practice relying on Georgia Medicaid, Shae and her team face a mountain of administrative work. In the world of pediatric therapy, every child needs an authorization, every case must be tracked by discipline, and full reevaluations are required every 6 months.
They needed a system that would handle the paperwork so they could get back to what they love: being present with their patients. That’s where Prompt came in.
Since switching to Prompt, the team has been able to:
- Complete all their daily notes in 1 day or less
- Increase collections at time of service by 80%, powered by Prompt Kiosk
- Receive most of their incoming revenue within 90 days
Life before Prompt: Documentation slowed therapists down
Before Prompt, NGPT’s EMR couldn’t keep up with the fast pace of a pediatric clinic. They were being charged for every attachment, which got so expensive the team had to move everything to Google Workspace just to stay afloat.
The biggest struggle, though, was documentation. In pediatrics, you can’t walk away from a child mid-session to type. This left therapists with a tough choice: stay late at the office or let the notes pile up for weeks.
Why Prompt: AI built for the way pediatric practices actually work
Prompt’s AI documentation features immediately addressed the most persistent pain point in her clinic. Rather than requiring therapists to write full notes during or after sessions, Prompt Sidekick uses ambient listening that transcribes while therapists focus on their patients. Sidekick generates a working draft that the therapist can quickly review and edit. The impact was fast and measurable.
"The AI component features within Prompt have sped us up and our daily note average to completion is now 1 day or less, which is amazing," Shae said.
Anything that speeds up that [documentation] process makes the therapist's life much better and happier.
For a team that used to feel bogged down, this shift has brought back the joy of focusing on the kids rather than the keyboard.
"You can't take your eyes off the child. You often cannot take your hands off the child," Shae said. "Pediatrics is a whole different ball game trying to deal with the documentation side, and anything that speeds up that process makes the therapist's life much better and happier."
Discipline-specific cases that match how pediatric care is delivered
Beyond documentation speed, Prompt's discipline-specific case structure aligned with how pediatric clinics actually operate. Cases are organized by specialty, not body part. A child can have an active PT case, an OT case, and a speech case running simultaneously, each with its own documentation, authorizations, and care plan.
When a child meets their goals, that case is graduated and discharged. When they return for a new need, a new case opens. The structure mirrors the clinical model rather than forcing the clinic to adapt to the software.
Peace of mind with compliance
One of the more consequential changes Prompt enabled at NGPT was in how the clinic handles Medicaid authorization reviews, which come in daily.
Shae and her therapists have created custom tables within Prompt that turn complex data into clear stories. An obstacle course session becomes a simple checklist, where progress is visible at a glance. Now, the documentation speaks for itself.
This clarity means the whole team can help out.
"When a reviewer calls, it doesn't have to be a therapist on the phone with them. It can be any administrative team member that pulls up our documents and says, 'Well, look right here. This is what the therapist said.' And they can read it out to that reviewer, and it doesn't have to tie up a therapist's time. So that is gold," Shae said.
For a clinic managing authorizations across 3 disciplines for every patient, that opens up major efficiency.
Unlocking new possibilities with RTM
Shae previously blocked planning time during the day for all her therapists to catch up on notes and write reevaluations. But now that Prompt’s AI features have streamlined their documentation so dramatically, that time can be put to another use: remote therapeutic monitoring (RTM).
Shae is now converting the planning time she had already built into her therapists' schedules into RTM monitoring time, and deploying her PTA and COTA to handle the ongoing monitoring work. The program is designed to recover revenue that pediatric clinics with high cancellation and no-show rates consistently leave on the table.
And, now that Prompt and Prompt Engage are so seamlessly integrated, it’s easy for NGPT to see at a glance and bill for every code they’re working for.
"The billing side of it has gotten even better such that when you check out, if you have RTM codes ready to bill, it tells you that. And instead of having to go copy paste into your note, it creates one of the exercise tiles and puts the documentation in it for you. So, that is amazing," Shae said.
A smoother experience for families
Any pediatric practice knows that therapy parents are jugglers, balancing school schedules, siblings, and busy lives. Prompt’s scheduling features allow families to lock in their "therapy day" and stack appointments, making life just a little bit easier.
The new recurring visits in Prompt have made scheduling (or rescheduling, as often happens with pediatrics) all visits within a plan of care at the same time easier than ever, making the flexible world of pediatric care easier to manage for families and the front desk.
"It is a great benefit to parents to be able to say, 'Okay, Tuesday's my therapy day,' and they line up all 3 therapies in one day, if the child can tolerate it," Shae said.
Even the check-in process has been transformed. NGPT has a kiosk set up in their lobby, which keeps things moving during busy times when everyone arrives at once.
"When you have 10 patients coming in at the top of the hour, it's very quick and easy for them to check in," Shae said. "Speeding up that check-in process has been phenomenal, especially when you're looking at, ‘Okay, I need to start no later than 7 after or I cannot bill that first unit.’"
And as check-in got faster, collections went up, too. Families are now paying right when they check in instead of accidentally slipping past during the busy morning rush.
Prompt has not only helped us get the accuracy of what they owe better, it's also allowed us to get those collections probably 80% better than we used to.
"Prompt has not only helped us get the accuracy of what they owe better, it's also allowed us to get those collections probably 80% better than we used to," Shae said.
Billing that practically handles itself
Shae keeps her billing in-house because she knows how unique pediatric claims can be. Prompt’s auto-posting feature has been a lifesaver, handling the easy stuff so the team can focus on the tricky cases.
When claims come back clean, they’re posted automatically. That gives the team the time they need to track down difficult claims or navigate complex insurance situations without feeling rushed.
"We actually have time now to go after those difficult ones, because of the automated posting of the stuff that goes through just fine," she said.
The result is an AR picture that Shae is confident in. "Most of our money is coming in within 90 days, which is amazing."
Ready for the switch? It's easier than you think.
Shae went into the switch to Prompt with clear eyes about the risk. The biggest fear was payment delays during EDI setup, a known pressure point for any practice that can’t afford a gap in reimbursement.
She prepared a manual billing backup through Availity and used it for Georgia Medicaid during the first few weeks while the EDI connection stabilized, giving her peace of mind while still allowing the rest of her business to run smoothly.
The data migration from her old EMR was straightforward, Shae said. Prompt handled the upload process well, and the files the team received from her old system were organized into Google Workspace for historical reference. Her one piece of advice for practices preparing to switch is to do patient list housekeeping before migration.
[Switching] was honestly easier than I thought it would be.
"It's best if you can clean up your active patient list before giving it to Prompt. Just think through how many patients and what status you want to go through to have uploaded to be there from the get-go."
Looking back, she says, "It was honestly easier than I thought it would be."
If you’re considering a change, Dr. Shay’s advice is simple: dive in.
Ready to see how Prompt can transform your pediatric practice? We’d love to show you what’s possible.
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