Multi-location occupational therapy groups need practice management software that centralizes unit-based billing and prior-authorization tracking across every site — not just shared scheduling. Once an OT practice grows past one location, three problems compound: CPT time-based units (97110, 97112, 97530, 97535) get calculated inconsistently between clinics, prior authorizations lapse or get missed at satellite offices nobody is watching closely, and clinical directors lose visibility into which sites are actually hitting productivity and collection targets. The right platform standardizes OT evaluation and documentation templates (97165–97167) across every therapist, tracks authorization status and the OT-specific KX threshold per location in real time, and rolls billing and productivity into one group-wide dashboard. For groups running 4 or more locations, prioritize per-location authorization alerts, standardized re-evaluation templates, and a migration partner who has actually moved multi-site OT groups before.

What Multi-Location OT Software Actually Needs to Solve

Most OT-capable platforms — SimplePractice, TheraPlatform, even multi-discipline tools like Fusion — were built around one office with one fee schedule and one authorization tracker. Multi-location OT software has to solve three problems those platforms weren't designed for:

Unit-based billing consistency. OT billing runs on the same 8-Minute Rule as PT for timed codes (97110 therapeutic exercise, 97112 neuromuscular re-education, 97530 therapeutic activities, 97535 self-care/home management training), and every claim requires the GO modifier to identify it as an outpatient OT service under a plan of care. Get the unit math wrong at one office because a newer therapist wasn't trained the same way as the flagship location, and that site's denial rate climbs without anyone noticing for months.

A separate, easy-to-miss threshold. Medicare tracks the KX modifier threshold for OT separately from the combined PT/SLP threshold, per beneficiary, per calendar year (SPRY's own billing guide cites $2,410 for 2025 — verify the current-year CMS figure before publishing). In a multidisciplinary group where the same patient sees both a PT and an OT, it's easy for one location's billing team to track the wrong threshold or assume the two disciplines share one cap when they don't.

Authorization tracking across sites. Prior authorizations for OT (especially under Medicare Advantage and commercial plans) are tied to a specific location and provider. A group running 5 locations needs one place to see which authorizations are active, expiring, or missing at each site — not five separate front-desk teams each keeping their own list.

For the full vendor-by-vendor breakdown across all practice sizes, see our Best Occupational Therapy Software comparison — this piece focuses specifically on what changes operationally once an OT group is running more than one site.

Best Software for Multi-Location OT Groups Compared

Disclaimer: Figures below are self-reported (SPRY) or vendor-stated as of 2026, consistent with SPRY's published OT software comparison. Verify current figures with each vendor.

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Managing Unit-Based Billing and Prior Authorization Across Locations

The most common multi-location OT billing failure is inconsistent unit calculation on timed codes. 97110, 97112, 97530, and 97535 are all billed in 15-minute units under the 8-Minute Rule, and every claim needs the GO modifier attached to identify it as outpatient OT. Miss the modifier or miscalculate units at one office because staff turnover left a gap in training, and that location's denial rate climbs while the rest of the group looks healthy — masking the problem in a blended group-wide report.

Authorization tracking compounds this: a location that doesn't have real-time visibility into which patients' authorizations are expiring will keep billing sessions that are no longer covered, creating a denial spike that's expensive to unwind after the fact. The fix is authorization status visible per location, per payer, alongside unit and modifier compliance — in one dashboard, not five separate spreadsheets.

This same authorization-tracking problem shows up across multi-location rehab groups generally — Motion PT, a multi-location physical therapy group across California, cut prior authorization turnaround from 30 minutes to seconds after moving to SPRY. As CEO BJ Pataria put it: "SPRY transformed the way we operate."

Tracking the OT-Specific KX Threshold in Multidisciplinary Groups

Medicare tracks the KX modifier threshold for OT services separately, per beneficiary, from the combined PT/SLP threshold — a distinction that's easy to lose in a multidisciplinary group where the same patient sees a PT and an OT, possibly at different locations within the same practice. If a location's billing team assumes OT shares the PT/SLP cap (or vice versa), claims either get flagged unnecessarily with the KX modifier or get billed past the threshold without it — both create denial risk. A platform needs to track OT and PT/SLP thresholds as genuinely separate running totals per patient, visible to whichever location is currently treating them.

Standardizing OT Evaluations and Documentation Across Sites

OT evaluation codes (97165 low complexity, 97166 moderate, 97167 high complexity) are billed based on the number of performance deficits identified and documented — and if evaluation documentation quality varies by therapist and by site, a group risks both under-billing (using a lower-complexity code than the visit supports) and audit exposure (billing high-complexity without documentation to match). Standardizing this means one evaluation and re-evaluation template enforced at every location, with required fields that support whichever complexity level gets billed.

Scheduling Across Disciplines and Multiple OT Sites

Scheduling breaks in a specific way once an OT group passes two locations, especially in multidisciplinary practices: a family whose child sees both an OT and an SLP needs coordinated scheduling across two providers who may work at different sites within the group, and front-desk staff without group-wide visibility can't route them efficiently. Multi-location scheduling should give staff visibility across sites (with permission controls), and let owners see utilization by location and by provider in one view — so a newer location's excess capacity, or a senior therapist's underbooking, doesn't stay invisible for months.

What Multi-Location OT Software Costs

SPRY prices at $79 per provider per month. For context: Fusion and WebPT run in the $99+/month-plus-add-ons range with custom or multi-week setup, Raintree is enterprise/custom-quoted for hospital-affiliated networks, and single-practice tools like SimplePractice and TheraPlatform run $29–39/month but aren't built for multi-location operations at all. Pricing should scale per provider, not per location, so ask any vendor for a quote at your group's actual provider count per site.

Migration Risk for Multi-Location OT Groups

The biggest migration risk for a multi-location OT group isn't downtime — it's losing authorization continuity mid-switch. A group with active authorizations across dozens of patients at multiple sites needs a migration plan that preserves authorization status and expiration dates exactly, with a phased rollout (one or two pilot locations first) rather than switching every site simultaneously. Groups above 8–10 locations, or those consolidating after an acquisition, should plan for a longer, staged timeline specifically to protect authorization data during the transition.

The Bottom Line

The gap between single-clinic OT software and true multi-location OT software isn't a bigger dashboard — it's whether unit-based billing, the OT-specific KX threshold, authorization status, and evaluation documentation are enforced and visible consistently across every site, or left to drift office by office until a denial spike or audit surfaces the problem group-wide.

Frequently Asked Questions

Does OT have its own Medicare therapy threshold?

Yes. Medicare tracks the KX modifier threshold for OT separately, per beneficiary, from the combined PT/SLP threshold — a distinction multi-location groups need their software to track correctly, especially for patients seeing both an OT and a PT.

What modifier is required on OT claims?

The GO modifier identifies a service as delivered under an outpatient occupational therapy plan of care, required on Medicare OT claims.

How does authorization tracking work across multiple OT locations?

Authorization status should be visible per location and per payer in one dashboard — not tracked separately by each site's front desk — so expiring or missing authorizations don't turn into denials before anyone notices.

How long does migrating a multi-location OT group take?

Plan for a phased, pilot-location-first rollout that explicitly preserves authorization continuity, rather than switching every location simultaneously — timelines extend for groups above 8–10 locations or those consolidating after an acquisition.

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