Flowsheets in Athelas Air

Flowsheets streamlines physical therapy documentation by aligning it with how visits are actually billed. The page is CPT-centric: you set up the billing codes for the visit first, then nest the interventions you performed underneath each code. The result is fewer clicks, less repeated data entry, and cleaner notes.Units are auto-calculated from minutes at the CPT block level, with manual overrides available. You can also carry interventions forward from previous visits, mark exercises as a Home Exercise Program (HEP), and send the patient a HEP PDF — all from the same screen.

Creating and managing flowsheets

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Adding procedure codes

Every flowsheet starts with a CPT block. The CPT-centric structure mirrors actual billing practices, so the codes that determine what you bill are the scaffolding for everything else on the page.To add a procedure code:

1. Click + CPT at the top of the flowsheet.
2. Search by CPT number (e.g., 97110) or by description (e.g., “therapeutic exercise”), then select the code from the dropdown.
3. Fill in the CPT block — modifiers, minutes, provider, and status.

Minutes are entered once per CPT block, not per intervention. Units are auto-calculated from those minutes; you can override them manually if needed.

Tracking interventions

With a CPT block in place, add the interventions you performed underneath it. You can use free text, the exercise library, or intervention groups — and you can mix all three on the same flowsheet.Free textUse this when you already know what you want to write and don’t need structured parameters.

1. Click + Add Intervention under the CPT block.
2. Type the intervention name directly (e.g., “Hip abduction”, “TheraBand rows”).
3. Press Enter or Tab to confirm.

Library search

‍Use this to pull a structured intervention with pre-filled parameters (sets, reps, weight, etc.).

1. Click + Add Intervention under the CPT block.
2. Type / to open the library search.
3. Search by exercise name and select a result to insert the structured intervention.

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Intervention groupsUse this to add several related interventions at once.

1. Click + Add Intervention under the CPT block.
2. Switch to the Intervention Groups tab.
3. Search by group name and select a group to add its full set of structured interventions.

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Managing interventions

Marking interventions doneClick the checkmark on any individual intervention to mark it complete, or use Mark All Done in the Summary Bar to complete every intervention on the flowsheet at once.

Mark All Done does not trigger any billing actions. Marking interventions as done is for documentation cleanliness and PDF generation — it has no impact on what is billed. Billing is driven entirely by the procedure codes on the flowsheet and their associated minutes and units. As long as a CPT code has minutes and units, it will be billed.

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Reordering interventionsDrag and drop to reorder interventions within a CPT block. You can also drag an intervention between CPT blocks if you need to reassign it to a different billing code.

Concurrent interventionsWhen two interventions are performed at the same time — for example, a therapeutic exercise during e-stim — mark them as concurrent so the overlapping time is represented accurately.

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Deleting interventions or CPT blocks

‍Use the row menu to remove an individual intervention, or to delete an entire CPT block.

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Carrying interventions forward

For patients who do roughly the same exercises each visit, Carry Forward pulls interventions from the previous visit into the current one so you aren’t rebuilding the flowsheet every time. It runs automatically when the chart note loads.

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Creating and managing Home Exercise Programs (HEPs)

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Creating HEPs

Toggle the HEP option on any intervention to mark it as something the patient should perform at home. This is optional — only use it for exercises intended for home practice.

Sending the HEP email

When the flowsheet is complete, you can generate a PDF summary and send the patient their Home Exercise Program.To send the HEP:

1. Click Send HEP Email in the flowsheet.
2. Review the PDF — only interventions marked HEP are included.
3. Confirm the patient’s email address or phone number before sending.

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Flowsheets add-ons

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Summary bar

The Summary Bar sits at the top (or bottom) of the flowsheet and gives a real-time view of the entire visit:

• Total treatment time — sum of minutes across all CPT blocks.
• Total units — sum of auto-calculated units across all CPT blocks.
• Completion status — interventions marked done vs. total.

The Summary Bar also exposes the Mark All Done button (one click closes out every intervention on the flowsheet) and a toggle to switch between automatic and manual unit calculation.

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Comments

The Comments section is a rich-text area for anything that doesn’t fit into structured fields — clinical observations, patient feedback, session highlights, or context for the next provider.

• Click the Comments area to open the editor.
• Format with bold, italic, bullet lists, and more.
• Comments are saved with the flowsheet and visible in the visit record.

Time in clinic

Track the patient’s actual time in the clinic separately from treatment time using the Time in Clinic fields:

• Time In — when the patient arrived and treatment began.
• Time Out — when the patient’s visit ended.

These fields auto-populate from the appointment’s scheduled start and end times, but you can adjust them manually if the visit ran differently.

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Keyboard shortcuts

Most of the flowsheet can be filled out without ever leaving the keyboard.

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Power user tips

✨Smart Tip — work the flowsheet fast:

• Use multi-select CPT codes to bulk add all your billing codes for the visit in one shot, then nest interventions under each block.
• Tab through CPT block fields — you rarely need to click.
• For routine patients, review what carry-forward populated, then just update minutes and any changed exercises.
• Only use / library search when you need structured parameters or are building a HEP — otherwise just type the name directly.
• End the visit with Mark All Done in the Summary Bar to close out every intervention in one click.
• If you’re using the AI Scribe, speak in clinical shorthand — the scribe understands CPT codes, minutes, and exercise names.

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