Practice Management Glossary
Clear, plain-language definitions of the terms that shape modern therapy practices — covering scheduling, billing, telehealth, HIPAA compliance, clinical documentation, and the technology behind it all.
Compliance & Security
Protected Health Information (PHI)
Any information about health status, healthcare services, or payment for healthcare that is linked to an individual.
View termTwo-Factor Authentication (2FA)
An additional layer of security requiring users to verify their identity through two different methods.
View termHITECH
Health Information Technology for Economic and Clinical Health Act for digital records security.
View termAccess Logs
Detailed records of who accessed a system, what actions were performed, and when, for security monitoring.
View termAudit Trails
Records that log user activity and data interactions within a system for accountability and compliance.
View termCompliance Documentation
Documents and processes maintained to ensure adherence to regulatory requirements.
View termData Encryption
A method of securing data by converting it into a code to prevent unauthorized access.
View termHIPAA Compliance
Adherence to the Health Insurance Portability and Accountability Act, which establishes standards for protecting patient health information.
View termCore System Terms
Electronic Health Records /EHR
A comprehensive digital record of a patient's health information that is designed to be shared across different healthcare organizations. It contains the same data as an EMR but also facilitates coordination by providing access to authorized users across various care settings.
View termElectronic Medical Records /EMR
A digital version of a patient's paper chart, typically used within a single healthcare provider's office. It includes medical history, diagnoses, treatment plans, and test results but is limited in its ability to be shared outside the originating practice.
View termCloud-Based Software
Software hosted on remote servers and accessed over the internet, providing scalability, accessibility, and real-time updates.
View termEHR Integration
The seamless connection between Electronic Health Records and other software systems.
View termScheduling Software
Tools designed to streamline appointment booking and management for practices.
View termCustom Templates
Pre-designed formats that can be tailored to meet specific medical documentation or workflow needs.
View termDashboard Reporting & Analytics
A visual representation of key performance metrics and data analytics to support informed decision-making in a healthcare setting.
View termElectronic Health Record (EHR)
A digital version of a patient's medical history, maintained over time, and including key administrative and clinical data relevant to their care.
View termElectronic Medical Record (EMR)
A digital version of a patient's paper chart, containing comprehensive medical and treatment histories within a single healthcare organization. It serves as a centralized system for storing clinical data such as diagnoses, medications, test results, and treatment plans, facilitating streamlined communication among healthcare providers and improving patient care efficiency.
View termHealth Information Exchange (HIE)
A system that enables the secure sharing of patient data and health information between healthcare organizations to ensure coordinated care.
View termMiscellaneous
API (Application Programming Interface)
A set of tools and protocols that allow different software programs to communicate with one another.
View termArtificial Intelligence (AI) in Healthcare
The application of AI technologies to analyze data, diagnose conditions, and optimize patient care.
View termCustomer Support & Ticketing
Systems designed to handle user inquiries, issues, and service requests efficiently.
View termMachine Learning (ML) in Healthcare
A subset of AI that uses algorithms to identify patterns and make data-driven predictions or decisions in healthcare.
View termMobile App Compatibility
Ensuring that software can be accessed and used effectively on mobile devices.
View termSingle Sign-On (SSO)
A secure authentication process that allows users to access multiple applications with a single set of login credentials.
View termThird-Party Integrations
Connecting external software applications to the primary system to enhance functionality and workflows.
View termPatient Engagement & Communication
Patient Portal
A secure platform allowing patients to access health records and communicate with providers.
View termAutomated Follow-Ups
Pre-scheduled messages or reminders sent to patients after an appointment or treatment.
View termElectronic Signatures
A method for patients or providers to sign documents digitally, ensuring quick and secure authorization.
View termPatient Education
Resources and materials provided to patients to enhance their understanding of conditions and treatments.
View termDemographics (Patient Intake Form)
On a patient intake form, demographics refer to the essential personal and statistical information collected to identify and categorize patients. This typically includes details such as name, date of birth, gender, address, phone number, email, marital status, employment status, and insurance information. Additionally, practices may collect data on ethnicity, primary language, and emergency contact details. Collecting accurate demographic information helps healthcare providers deliver personalized care, improve communication, and ensure compatibility with billing and insurance processes.
View termSecure Messaging
Encrypted communications that enable safe exchange of information between healthcare providers and patients.
View termSurvey & Feedback Forms
Tools to collect patient opinions and experiences to improve services and care quality.
View termTelehealth
The use of telecommunication technologies to deliver healthcare services and clinical consultations at a distance.
View termVideo Conferencing
A method of virtual communication that allows healthcare providers and patients to connect visually and audibly.
View termPatient Engagement
The degree to which patients take an active role in managing their health and making informed decisions about their care. Greater engagement often leads to improved outcomes and a stronger sense of empowerment in the treatment process.
View termScheduling & Billing
Patient Benefit Verification
This process involves confirming the specific coverage details of a patient's insurance after their eligibility has been established. It provides clarity on what services and costs the insurance payer will cover for the patient.
View termPatient Insurance Eligibility
Patient insurance eligibility refers to the process of confirming a patient's active insurance coverage and benefits before providing care. This ensures accurate billing and prevents claim denials or delays.
View termElectronic Visit Verification (EVV)
A system that records details such as time, location, caregiver identity, and services provided during home or community-based care visits. It ensures compliance with healthcare regulations, enhances accountability, reduces billing errors, and prevents fraud while streamlining administrative processes.
View termAppointment Scheduling
A tool or feature that allows healthcare providers to manage and organize patient appointments efficiently.
View termAutomated Reminders
Notifications sent automatically to patients to remind them of upcoming appointments or actions.
View termScheduler
A module for booking, canceling, and managing patient appointments.
View termBilling & Invoicing
The process of managing financial transactions, including generating invoices and collecting payments for healthcare services.
View termClaim Scrubbing
The process of cleaning and validating claims before submission to insurers.
View termClaims Processing
The administrative task of submitting, reviewing, and resolving insurance claims for reimbursement.
View termBilling Codes
Standardized codes (such as CPT and ICD-10) used for medical billing and documentation.
View termTherapy-Specific Terms
Outpatient Therapy
Outpatient therapy involves receiving therapy services at a dedicated clinic or healthcare facility. Patients travel to the facility for sessions, which may include physical, occupational, or speech therapy, often focusing on functional improvement, pain management, and recovery after injury or surgery.
View termTherapeutic Modalities
These refer to various treatment techniques used by physical therapists to complement exercise and manual therapy. By utilizing electromagnetic, thermal, or mechanical energy, therapeutic modalities aim to achieve goals such as alleviating pain, reducing inflammation, improving range of motion (ROM), and enhancing circulation. Common methods include ultrasound, thermotherapy, and mechanical traction.
View termTranscutaneous Electrical Neuromuscular Stimulation (TENS)
TENS involves the application of a mild electrical current to manage pain. Delivered via a TENS machine, this technique can reduce pain perception by stimulating nerve endings and encouraging the release of endorphins. TENS is often employed for conditions like arthritis, knee pain, or sports-related injuries.
View termWeight Bearing (WB)
Weight bearing refers to the degree to which a patient can place weight on an affected limb after an injury or surgery. Common WB grades include Full Weight Bearing (FWB), Weight Bearing as Tolerated (WBAT), Partial Weight Bearing (PWB), and Non-Weight Bearing (NWB). More specific classifications, like Toe Touch Weight Bearing (TTWB), indicate limited contact without supporting weight, while terms such as NWB LLE or NWB RLE specify non-weight bearing status for the left or right lower extremity. These designations help guide recovery and rehabilitation plans.
View termTherapeutic Exercises
Activities designed to restore function, improve mobility, and alleviate pain during therapy.
View termRange of Motion (ROM)
The extent to which a joint or muscle can move or stretch, classified as active (performed without assistance), passive (using an external force), or active-assisted (a combination of personal effort and external force).
View termFunctional Limits
Functional limits refer to the range of motion in a joint or muscle that, while reduced, is still sufficient for completing essential activities of daily living (ADLs). If a physical or occupational therapist determines that the range is adequate for performing necessary tasks, it is described as being within functional limits" (WFL)
View termFunctional Mobility
Functional mobility involves a person's ability to perform movements necessary for daily activities, particularly within their home environment. Physical therapists assess this by dividing mobility into categories such as bed mobility (moving in bed), transfers (shifting from one surface to another, like bed to chair), and ambulation (walking, with or without assistive devices). This evaluation often follows an injury, illness, or surgery.
View termLevel of Assist (LOA)
This refers to the type and amount of assistance a patient may need to remain functionally mobile. Assistance levels range from full independence to maximal help, including options like contact guard assist, where minimal physical guidance is provided to ensure balance.
View termMobile Physical Therapy
A convenient alternative to traditional outpatient therapy, mobile physical therapy brings treatment directly to the patient's home. It is specifically beneficial for individuals with physical or transportation challenges preventing them from attending clinic sessions.
View termSee these features in action
TheraPro360 puts scheduling, EMR, telehealth, and billing in one simple platform built for therapists. Explore plans or reach out with questions.