The Instancy Clinical Intelligence Platform
One AI platform for independent PT, OT, and mental health clinics — ambient documentation, RTM billing, home exercise programs, EHR and insurance portal automation, and staff training. It runs alongside the EHR you already use.
"I see 8 patients a day and finish their notes at 10pm. I didn't go into occupational therapy for this. I went in to help people."
— OT Practice Owner, 4-clinician independent practice, North CarolinaSix problems stealing time,
revenue, and your best clinicians
These aren't technology problems. They're human problems caused by outdated workflows — and every one of them is solvable with the right platform.
Pajama-Time Charting Is Burning Out Your Clinicians
Your clinicians finish their last patient and spend the next 2–3 hours reconstructing session details into EHR fields they should have captured in the room. That's 500+ hours per clinician per year spent on documentation that technology can handle automatically.
RTM Revenue Is Sitting Uncollected Every Single Month
Medicare's 2026 RTM billing codes allow PT, OT, and mental health practices to bill for patient monitoring between visits. A qualifying patient generates ~$135/month in ongoing billables. Most independent practices collect less than 20% of what they're entitled to — not because patients don't qualify, but because the tracking and billing process isn't automated.
Prior Auth Is Stealing Your Front Desk's Day
Every prior authorization requires your staff to log into a payer portal, re-enter patient data that already exists in your EHR, navigate confusing interfaces, and follow up on requests that disappear into silence. The same process, repeated hundreds of times a month, entirely manually.
EHR Training Evaporates the Moment Someone Leaves
Your front desk and billing staff carry your clinic's institutional knowledge in their heads. When they leave — and turnover in small clinic admin roles runs 30%+ annually — everything they knew about your EHR workflows, your billing shortcuts, and your payer-specific processes walks out with them.
Home Exercise Programs Patients Don't Actually Do
Paper handouts and generic exercise PDFs get followed roughly 30% of the time. Patients guess at the form, stop when something hurts, and arrive at the next visit no further along — and you have no record of what they did or didn't do. Progress ends up driven by the one hour a week in your clinic, not the other 167.
Growth Is Capped by Administrative Capacity — Not Clinical Capacity
You could see more patients. Your clinicians have the skill and the schedule. But your front desk is already maxed out, your billing is behind, and your documentation is piling up. The ceiling on your practice's growth isn't clinical — it's administrative, and it's entirely solvable.
Watch every part of your clinic
workflow get easier
Four integrated suites. Nine focused walkthroughs. Each one shows a real clinical workflow — not a slide deck or a concept demo.
Every part of your clinic.
One connected platform.
Instancy is modular by design. Start with the module that solves your most urgent problem today — ambient documentation, RTM billing, home exercise programs, or EHR automation — and add the rest when you're ready. Everything connects.
Ambient Documentation & SOAP Automation
Session audio captured on mobile or desktop during the visit. A medical-grade AI language model generates specialty-specific SOAP notes — PT, OT, or behavioral health format — ready for review before the clinician leaves the room. Notes are done. Not at 10pm.
- Works on iOS, Android, or desktop — clinician's choice
- Specialty-specific SOAP formats for PT, OT, and behavioral health
- Medical LLM with diarization — distinguishes clinician from patient
- Pushes to EHR via FHIR or computer use automation
RTM Billing Automation & Monitoring
Remote Therapeutic Monitoring tracked automatically. Monitoring time and interactive touchpoints logged as documentation, 2026 CPT codes assigned, and the whole record exported billing-ready. The home programs patients follow between visits are what generate the adherence data behind every claim.
- 2026 CPT codes 98975–98981 assigned automatically
- Monitoring time and interactive touchpoints logged as documentation
- HEP adherence data flows in natively from the HEP module
- Patient mobile app — intake forms, journals, wellness plans, messaging
- FHIR integration and billing-ready data export
Home Exercise Programs — HEP Builder with AI Custom Media
Turn the raw video you already shot on your phone into a professional home exercise program. Upload session footage or still images and the AI rebuilds them into clean, clinical-quality HEP videos and image sets — assigned to the patient before they leave the building.
Build custom media on mobile between patients, or pull from the professional pre-built library. Share once and every therapist on the team works from the same assets — and every program a patient completes becomes RTM documentation.
- AI custom media — raw phone footage becomes professional HEP video
- Still images cleaned up into professional program image sets
- Mobile creation — build and refine during or right after the session
- Professional pre-built library of clinical-quality HEP images and videos
- Team media sharing — share once, every therapist uses the same assets
- Assign HEPs and link them to patient wellness plans
- Patient views in the mobile app or receives a clean PDF
- Native RTM integration — adherence becomes billable documentation
EHR & Insurance Portal Automation
Capture how your best staff navigate EHR data entry, prior auth submissions, eligibility checks, and insurance portal workflows — then automate those processes with AI agents running in the background. Staff review and approve before any submission. No EHR replacement needed.
- Prior auth, eligibility, and claim follow-up automated
- Works browser, desktop, and Citrix — any EHR
- In-app step-by-step guidance for staff inside the EHR
- Human-in-the-loop verification — full HIPAA audit trail
EHR Process Training & Knowledge Retention
Every captured EHR workflow becomes a training guide, simulation, and assessment — automatically. New staff onboard in days not weeks. Existing staff get microlearning and AI-tutor support for compliance and skill development. Institutional knowledge lives in the platform — not in one person's head.
- AI-generated microlearning from your own workflows
- AI tutors and adaptive learning paths per role
- Compliance training and knowledge sharing across the team
- Competency tracking and progress dashboards
Patient Education & Care Pathways
Beyond the exercise program itself, deliver condition-specific education to the patient's phone — AI-generated micro-content, avatar-led videos, and structured care pathways that answer the questions patients would otherwise take to Google at 11pm.
- AI-generated patient education content from clinical inputs
- Personalized learning paths per patient diagnosis and goals
- Avatar-led educational videos created automatically
- GenUI conversational interface — patients ask questions naturally
- Delivered alongside the HEP in the same patient app
Staff Training, Competency & CME
Continuing education for your clinical team inside the platform they already use daily — built from your practice's own expertise rather than a generic catalog. Competency dashboards show who is current and who is about to lapse, and contact hours are documented for state board reporting. Clinics that have built real depth can also offer that CE to therapists outside their own payroll.
- Your clinic's own expertise captured and shared — not generic library content
- Microlearning and AI tutors — 5–15 minutes at a time, mobile or desktop
- Competency dashboards — who is current, who is about to lapse
- Contact hours and completion documentation for state board reporting
- Optional — offer CE to therapists outside your practice, as a second revenue line
From your first session
to a fully automated clinic — five steps
Instancy deploys alongside your existing EHR. No replacement, no IT project, no workflow disruption. Start with one module and expand at your pace.
Install and start with your highest-pain module
Most practices start with ambient documentation — the fastest path to visible daily impact. Install Instancy Pro on the clinician's phone or desktop. Session one, the notes write themselves. Nothing else changes in your workflow.
Activate RTM for qualifying patients
Instancy identifies which active patients qualify for RTM billing based on diagnosis and visit history. The patient downloads Instancy Guide. Their engagement between visits is tracked automatically and CPT codes are assigned without any additional staff action.
Capture your EHR and portal workflows
Your most experienced front desk or billing staff member walks through your highest-volume EHR and portal tasks once — with Instancy recording every step. That workflow is now available to every staff member as guided support or full automation.
Enable automation for eligible task types
Prior auth submissions, eligibility checks, and EHR data entry from SOAP notes run as AI agents. Staff receive a verification screen before any submission is committed. The administrative burden on your team drops — without losing clinical oversight.
Grow the platform as your practice grows
Add the training module to onboard new staff in days. Add the patient education portal to extend clinical impact between visits. Add CME tracking for your clinical team's professional development. Each module builds on the last — and the platform's value compounds with every addition.
Built for every stakeholder
in an independent practice
Instancy addresses different pain points for different roles — and connects everyone through one platform.
- RTM revenue captured automatically each month
- Admin capacity multiplied — not just staff added
- Clinic knowledge preserved through staff changes
- 2 hours of documentation time recovered daily
- Notes done before the next patient, not the next day
- Patient education delivered automatically between visits
- Prior auth and eligibility tasks automated
- In-app EHR guidance from day one for new hires
- Process library survives every staff departure
Questions independent clinic
owners ask us most
Your clinicians deserve
to go home when their patients do.
Bring your EHR system, your specialty, and your biggest administrative headache. We'll show you exactly which modules apply and what the first 90 days looks like for a practice your size.
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