Children’s Therapy Center shaves hours off billing & admin operations with Ensora Health 

“We had over 300 names on our waitlist for occupational therapy alone,” Maddie, the operational manager at Children’s Therapy Center, explained. “Trying to manage that alongside all the insurance and billing was incredibly challenging. We knew we needed a better way.“

Helping children reach their full potential has been the driving force behind the team at Children’s Therapy Center for over 25 years. But their dedication was being stifled—not by a lack of passion—but by time-consuming administrative hurdles that made every day feel like an uphill climb. 

For a team so focused on their mission, hours spent navigating insurance claims, tracking documentation manually, and wrestling with outdated systems was not just frustrating; it was time taken away from the kids and families who needed them most. 

“The person in this role before me spent well over 20 hours a week just trying to work with the insurance companies, calling them, looking over denied claims, making sure prior authorizations were done,” Barb, the operations coordinator, explained.  

That wasn’t sustainable—not for their staff or for the growing number of children on their waiting list. That’s when they decided to instill the help of Ensora Health, particularly the solutions designed for PT, OT, and SLP practices like theirs: Ensora Rehab Therapy Suite + Ensora RCM.  

How it all started 

Children’s Therapy Center has grown into a vital resource for its community, serving hundreds of children and families each year. While their primary focus remains pediatrics, the center has also begun providing occasional services to adults. 

The challenge: Growing practice, growing needs, less time 

Due to growing demand, their waitlist was daunting, with over 300 names waiting for occupational therapy services alone. But a long waitlist was just the beginning. Four administrative staff members not only managed the expanding list but also tackled every other operational responsibility—from scheduling client appointments to insurance verification and billing. 

On the clinical side, therapists felt the growing pressures as well and needed a better way to manage care documentation. Without sufficient tools, essential tasks like tracking plan-of-care timelines or preparing evaluations often created additional strain. 

All these hurdles led to a toll on time, energy, and focus. For an organization committed to care, they couldn’t let this begin to distract them from their overall mission.  

The goals were clear 

Children’s Therapy Center knew what they needed to prioritize: 

• Reduce the amount of time spent on insurance claims, denials, and follow-ups 

• Streamline therapist documentation and improve operational workflows 

• Increase revenue cycle efficiency to allow more focus on client care 

The solution? New tools & approach 

Children’s Therapy Center turned to Ensora Health for a better way forward, and they found it in the Ensora Rehab Therapy Suite and Ensora RCM. Together, these tools offered the complete solution the team needed to lighten their load and operate in harmony again. 

Ensora Rehab Therapy Suite provided streamlined workflows for the therapists with intuitive documentation tools and task reminders. Therapists immediately noticed the difference, with faster documentation and better overall organization for evaluation deadlines or plan-of-care timelines. One standout feature, quick phrases, allowed therapists to insert pre-written text for recurring notes, cutting down on the time spent writing documentation manually. 

“The quick phrases are great and super helpful,” Maddie said. “It’s noticeably faster for therapists to complete notes now.” 

On the administrative side, Ensora RCM handled the burden of revenue cycle management, automating claim submissions, resolving denied claims, and offering robust support to ensure payments were accurate and timely. 

“They took hours and hours off our plates,”  Barb explained. “It helps streamline quite a bit because Ensora RCM works on the back end with the insurance company, so I’m not spending hours waiting to get through to one insurance company to talk about one client. They work the system behind the scenes, looking over denied claims and other issues.” 

Payments became smoother, too, thanks to emailed invoices and online payment portals. Families could pay faster and easier, giving the team peace of mind while reducing mailing costs and time. 

“It’s just so much easier now,” Maddie added. “Everyone, from the families to the staff, feels the difference.” 

The results 

The changes Ensora Health brought to Children’s Therapy Center went beyond reducing admin burdens and streamlining workflows. They completely transformed how the team operated, restoring energy and making time for them to focus on their mission. 

Here are the results at a glance: 

• 20+ hours saved weekly on insurance-related workflows. 

• 50% reduction in time spent manually processing family payments, thanks to online portals and invoicing. 

• 25% faster therapist documentation, thanks to tools like quick phrases and automated reminders. 

• Improved team satisfaction, with admin staff and therapists reporting less operational strain. 

With Ensora Rehab Therapy Suite + Ensora RCM, Children’s Therapy Center isn’t just managing its operations better. They’ve rediscovered their ability to give every child and family their undivided attention. 

“It’s just been really helpful. It’s a positive,” Maddie said. “Ensora Health has definitely made things easier for us, especially now that we’re going through an acquisition. Not having to worry about so many of the old administrative burdens has been a huge relief, allowing us to really focus on our mission.” 

By putting the focus back on their values, Children’s Therapy Center’s story is a reminder of how practicing in harmony begins with the right support. 

Inspired by this story? 

If your practice faces similar challenges, Ensora Health is ready to help. Schedule a demo today and see how our solutions can lighten your load, so you can focus on what matters most.