Artificial intelligence is rapidly transforming healthcare, and one of its most impactful applications so far has been clinical documentation. AI scribes are now widely used in primary care and hospital systems, with some providers reporting time savings of over an hour per day and marked reductions in after-hours charting (Zhou et al., 2023).

In physical therapy, AI-powered documentation tools have begun to emerge. However, many function as passive scribes, capturing sessions in the background and producing summaries after the fact. These tools may reduce transcription effort, but they often fall short of supporting the fast-paced, hands-on nature of rehab.

This gap has prompted the development of tools designed specifically for the realities of physical therapy documentation. One example is Notation, a browser-based AI assistant built to support therapists during the session itself. Rather than retrofitting general medical scribe models, it was developed with PT workflows in mind. It offers real-time drafting of SOAP notes, CPT and ICD-10 suggestions, and structured input capture, while keeping the therapist in full control of the content.

The Cost of Documentation Fatigue in PT

Physical therapists spend a significant portion of each day completing documentation, often outside of patient hours. A 2022 survey of over 1,200 rehab professionals found that 72 percent identified documentation as a top contributor to burnout. More than half reported spending at least 60 minutes on notes after clinic each day (Kaplan et al., 2022).

This burden not only affects work-life balance but also limits how many patients a therapist can reasonably see. It also reduces the cognitive bandwidth needed for complex clinical reasoning. While traditional EHRs and PT-specific EMRs have improved over time, many still rely on manual data entry and rigid templates that do not fully reflect the dynamic, problem-solving nature of physical therapy.

How It Performs in Real PT Workflows

Unlike traditional scribes that operate in the background, Notation engages with the therapist during the session. What sets it apart is not just real-time note generation. It is how well the system keeps pace with the complexity of PT care. As evaluations unfold, Notation captures structured data like goniometric measurements and strength grades by voice. It also suggests goals, home exercise programs (HEPs), and coding elements such as CPT and ICD-10. Smart prompts help cover payer-required elements without adding friction, and live summaries evolve with the session instead of being written after the fact. The goal is to reduce end-of-day documentation, support accurate coding, and help ease the cognitive load on therapists.

Notation is designed to handle the realities of outpatient care, including open gym environments, background noise, and varied speech patterns, with consistent and reliable performance. It runs in a browser tab, requires no installation, and works seamlessly alongside existing EMRs without disrupting workflow. All protected health information stays securely within Notation’s private infrastructure and is never shared with third parties or external APIs. It is a rare combination of clinical accuracy, simplicity, and data security, built specifically for the way physical therapists actually work.

Clinician Feedback and Research Alignment

A 2021 scoping review in BMC Health Services Research identified long-standing issues with EHR usability in rehab, including poor fit with PT-specific workflows (De Grood et al., 2021). Notation reflects a response to that gap, and early clinic partners seem to agree. Feedback points to improved coding accuracy, fewer missed documentation elements, and better session-to-session continuity.

Although most published studies on AI scribes focus on primary care, one 2023 randomized trial (Zhou et al.) showed a 50 percent reduction in time spent charting and a significant increase in provider satisfaction when ambient tools were integrated directly into the visit. The early results from physical therapy, while more anecdotal, are following a similar trend.

Supporting Clinicians, Not Replacing Them

Notation is not designed to replace the therapist’s clinical reasoning. The therapist remains the author of the note, the final reviewer, and the one accountable for every decision made. What the platform offers is a way to lighten the documentation load and shift that work back into the natural rhythm of care.

Early feedback indicates that the system can help reduce evening charting, support clearer documentation, and improve the flow of treatment sessions.

Available During Early Access

Notation is currently available to a limited number of early access clinics at no cost. Participating teams help guide development and get early access to a workflow built for physical therapy.

References

• Kaplan, S. L., et al. (2022). Survey on Burnout and Documentation Burden in Rehabilitation Clinicians. Journal of Allied Health, 51(1), e25–e32.
• De Grood, C., et al. (2021). Adoption of EHRs in physical therapy: A scoping review. BMC Health Services Research, 21(1), 1–11. https://doi.org/10.1186/s12913-021-06994-0

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