What practice management software costs an occupational therapy practice
Base subscriptions, the add-ons that are easy to miss when comparing quotes, and the cost drivers specific to occupational therapy — plus a calculator for the other side of the equation.
The short answer
TheraPro360 starts at $89.99/month and we publish every tier openly on the pricing page. Across the wider market, entry-level plans are typically priced per clinician, with insurance billing, telehealth and analytics appearing on higher tiers — which is why two quotes with similar headline figures often differ substantially once you match them feature for feature.
We deliberately do not publish competitor pricing. It changes by plan, region and practice size, and a stale figure is worse than none — particularly when it is a claim about someone else’s business. Check each vendor’s own site, and read our general breakdown of what drives software cost for the categories to compare on.
What drives cost in an OT practice specifically
Occupational therapy sits closer to the medical billing world than most therapy disciplines, and that shapes what software has to do. Timed CPT codes, unit maths and the 8-minute rule mean billing accuracy depends directly on how minutes are captured in the note — so a platform where documentation and billing are separate systems creates a reconciliation problem you pay for twice.
Documentation load is high and evaluation-heavy. Initial evaluations, functional assessments, re-evaluations and discharge summaries all have their own structure, and OT notes routinely carry standardised assessment scores. Templates that handle those properly, rather than as free text, are where the time goes or gets saved.
Settings vary more than in other disciplines too — outpatient clinic, home health, paediatric, hand therapy and school-based practices have genuinely different workflows. That matters for cost because a platform priced for a single-setting clinic may need add-ons to cover a mixed practice.
Budgeting against what it replaces
Software cost is only half the calculation, and usually the smaller half. The two figures that dominate a practice’s economics are revenue lost to no-shows and hours spent on administration — both easy to underestimate until annualised. Our ROI calculator totals both from your own numbers, and lets you set the improvement assumptions yourself rather than accepting ours.
When you are ready to compare specific platforms, our occupational therapy platform review covers the named options, the occupational therapy product page shows how TheraPro360 handles this discipline, and occupational therapy SOAP note templates give a sense of the documentation side. The practice management guide covers running the evaluation itself.
Frequently asked questions
How much does occupational therapy practice management software cost?
TheraPro360 publishes its plans openly, starting at $89.99/month, and current rates are on the pricing page. Market-wide, entry plans are typically priced per clinician with insurance billing and analytics on higher tiers. For OT specifically, check which tier includes claims submission and eligibility checking, since timed-code billing makes those close to essential rather than optional.
Does software help with the 8-minute rule?
It helps if minute capture and billing are in the same system, because the unit calculation then works from what you documented rather than from a separate re-entry. It does not remove the need to understand the rule — our guide to the 8-minute rule covers the unit maths, the combined-total method and the mistakes that most often trigger denials.
What about home health and school-based OT?
Both add requirements: offline or mobile documentation for home visits, and district reporting formats for school contracts. Neither is exotic, but both are worth confirming during an evaluation rather than after, because working around a gap here usually means a second tool and a second bill.
Is it cheaper to use separate billing software?
Rarely, once the reconciliation work is counted. Two systems means session data entered twice, and for timed codes that is exactly where unit errors and denials originate. The cost of a denial is not just the claim — it is the staff time chasing it, which is the part practices tend to leave out of the comparison.
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