For the owner or director of an independent outpatient PT/OT/ST clinic — 1 to 10 locations — and for the front-desk and authorizations staff who do the chasing every day: SignChase tracks every plan of care, recertification, and physician order your clinic sends for signature, and keeps each one tracked until it returns signed, with billable proof of transmission for every document. It is built for clinics that will not switch EMRs to get this.
How it works
- Add each document your clinic sends: patient or case ID, document type (plan of care, recertification, or physician order), the date sent, the physician office, and the payer
- Each document moves through one state machine — Sent → Viewed → Signed → Filed — and every reminder your team makes is kept in its reminder log (date, channel, note)
- Two live clocks run on every document: the 30-day transmission-proof clock and the 90-day recertification clock
- The urgency board sorts everything into Overdue, Due soon, In flight, and Signed — and every unsigned document is flagged “visits not billable”
- Each document carries its own transmission-proof timeline, printable as it stands
- The full ledger exports as one CSV — every document, its state, its clocks, and its proof
One state machine for every document
Every plan of care, recertification, and physician order your clinic sends for signature gets one record, and that record is always in exactly one state: Sent, then Viewed, then Signed, then Filed.
Your staff record each step as it happens — the send, the follow-ups, the signature coming back — so the state on the board is the clinic's own record, kept in one place instead of in memory and spreadsheet tabs. Nothing sits unsigned and forgotten: if a document has been sent, it is on the board, in a state, with its clocks running, until it returns signed and is filed.
- Sent — the document has gone out and its transmission is recorded
- Viewed — the physician office has seen it
- Signed — the signature is back
- Filed — the signed document is put away with its proof timeline complete
- Reminder log — every reminder your team makes is logged against the document: the date, the channel, and a note
Two live clocks
Two clocks run on every document, and they never stop quietly.
The board reads the clocks, not someone's memory: a document approaching its limit moves toward the front before it becomes a billing problem.
- The 30-day transmission-proof clock — every document's proof of transmission, counted from the day it was sent
- The 90-day recertification clock — every recertification's cycle, counted down in the open
The urgency board
The board sorts every open document four ways — Overdue, Due soon, In flight, and Signed — so the front desk starts the day knowing exactly which signatures to chase first.
A document that is still unsigned carries the flag that matters: “visits not billable.” The visits happened; until the signature returns, they cannot be billed. The board keeps that cost visible instead of letting it surface weeks later in billing.
Proof you can hand to billing
Every document keeps its own transmission-proof timeline: when it was sent, what was logged against it, and when the signature came back. The timeline prints as it stands — one document, one page of proof.
And the whole book exports at once: the full ledger as a single CSV — every document, its state, its clocks, and its proof — ready for billing or for your own records.
Built for clinics that will not switch EMRs
SignChase's whole point is that your clinic keeps its EMR. Documents enter by hand or from PDF today — manual and PDF intake is how the product works now, stated plainly.
The buyer is the clinic owner or director; the daily user is the front-desk or authorizations staffer who sends the documents and works the board. It is sized for independent outpatient therapy clinics of 1 to 10 locations.
- No EMR switch, no migration, no rip-and-replace
- Manual and PDF intake today
Where it stands — the honest state
SignChase is forming its first clinic pilot group now. The door below is a clinic pilot application — applying starts a pilot conversation; it does not create an account, and it is not a sign-up for a running service.
Two things stand before any live clinic data moves, and neither is in place yet. First, the compliance stack: SignChase does not yet have a BAA or its HIPAA stack in place, so no clinic or patient data moves through SignChase until that stack stands — it is the founder's to commission, and it has not happened. Second, sending: SignChase does not send faxes, emails, or calls to physician offices today. What exists is the tracking and the proof — your team makes its own contacts, and SignChase keeps the record of every one.
EMR integrations beyond manual and PDF intake are a future build, sequenced after the pilot — they do not exist today.
No price has been set. A price range exists in our market research as a hypothesis; it has not been validated and it has not been decided, so no price is shown here and there is nothing to buy on this page.
Please do not include any patient information in your application — the form asks for none, and the pilot conversation needs none.
Clinic pilot application
This is a clinic pilot application — an application to join SignChase's first clinic pilot group, not an account sign-up and not a purchase. Tell us who to reach, your clinic, and how your team chases signatures today. Please include no patient information — the application asks for none. We will be in touch about the pilot group; the compliance stack stands before any live clinic data moves.