Practice Pro — Case Study
How Dynamic Therapy Solutions brought many previously disconnected workflows into one platform and built a stronger operational foundation for its next stage of growth.
DTS is led by business partners and co-owners Alisha Noterman, an assistive technology and AAC specialist, and Lisa Sandoval, a speech-language pathologist and dyslexia practitioner. For 25 years, they have helped clients communicate, read, write, build meaningful relationships, and participate more fully at home, at school, at work, and in their communities.
We started with a truck, a folding table, and the belief that learning to communicate, read, and write should be effective and fun. Twenty-five years later, we are still the team that helps children and adults get excited about ‘Speech Day.’ At DTS, we believe progress equals happiness—and progress is a must.
From 2011 through 2025, DTS used the same electronic health record and practice-management platform. During that period, the practice’s revenue and client population increased by approximately 100% to 150%. DTS also moved into larger office spaces four times to accommodate its growth.
The technology supporting the practice did not grow at the same pace. Uploading and retrieving documents was slow and cumbersome. Administrative processes required repeated manual steps. Reporting was available, but the system did not provide actionable key performance indicators that leaders and clinicians could monitor from a dashboard. Staff frequently relied on spreadsheets and disconnected tools to fill operational gaps. As DTS expanded across locations, contracts, funding sources, and service lines, those workarounds became increasingly difficult to sustain.
DTS is not a simple, single-payer therapy practice. The company works with commercial insurance plans, regional centers, school districts, private-pay families, and other funding sources. Each source has different requirements for authorizations, documentation, billing, and invoicing. Alisha and Lisa explored numerous alternatives, including AdvancedMD, ClinicSource, and several other platforms. At one point, Alisha considered seeking investors to build a new system because she was so disappointed by the available options. The problem was not simply finding software with an impressive list of features. DTS needed a company that understood the realities of operating a growing therapy practice and would remain involved after the sales process ended.
DTS evaluated Practice Pro for approximately 18 months before deciding to move forward. Alisha and Lisa examined more than the features available at the time. They wanted to know how the company responded to questions, problems, and requests for improvement. Practice Pro stood apart because its team listened.
We had heard plenty of promises from sales teams that were nowhere to be found once implementation began. Moving an entire company to a new electronic health record is a major decision. You are trusting another company with your clinical documentation, billing workflows, operational data, and the daily experience of your staff and clients.
The company demonstrated empathy for the operational challenges DTS was facing, responded quickly when issues arose, and treated implementation as the beginning of the relationship—not the end of the sale.
DTS went live with Practice Pro in 2025.
Practice Pro gave DTS the ability to bring many previously disconnected workflows into one platform, including:
The transition has allowed DTS to steadily reduce its reliance on external spreadsheets and manual tracking systems. The practice has not eliminated every spreadsheet yet, but more information is being moved into Practice Pro so staff can work from a consistent and centralized source of data.
No major software transition happens without some kinks. If someone tells you otherwise, they are probably trying to sell you something. What matters is how the company responds. Practice Pro listens, takes our feedback seriously, and works quickly to improve the system. It feels like a true partnership: when Practice Pro grows, we grow—and when we grow, they learn more about what therapy practices genuinely need.
The following percentages are operational estimates based on the DTS team’s experience before and after implementing Practice Pro.
Before Practice Pro, incoming fax processing required significant manual effort and created opportunities for documents to be delayed, misfiled, or entered incorrectly. DTS estimates that Practice Pro’s integrated fax system has improved the speed and accuracy of fax-related data entry by approximately 60%. Documents now move through a more direct workflow, reducing the steps required to receive, identify, upload, and connect information to the correct client record.
Uploading, downloading, and retrieving documents had been one of DTS’s most persistent frustrations with its former platform. With Practice Pro, staff can upload, retrieve, and manage electronic documents far more efficiently. DTS estimates that the time spent uploading and downloading documents has decreased by approximately 70%. Documentation is also more closely connected to each client’s record, reducing unnecessary searching and duplicating work.
Practice Pro gives the DTS team much faster access to insurance and eligibility information. DTS estimates that this has reduced the time required for eligibility checks by approximately 80%. This is particularly valuable at the beginning of each calendar year, when insurance plans, deductibles, copays, and coverage may change. Previously, staff could spend hours checking accounts individually. Faster access allows the team to identify changes sooner, communicate with families, and address discrepancies before they become billing problems.
Scheduling a new client requires more than finding an open appointment. Staff may need to consider the service requested, clinician specialty, location, appointment length, authorization, insurance, scheduling preferences, and service-delivery model. By making client information, schedules, and wait-list data easier to access, Practice Pro has reduced the time DTS spends scheduling a client by an estimated 30%. This improvement helps staff respond to families more quickly and makes it easier to match available appointments with the right clients.
Billing school districts often require DTS to prepare large, detailed invoices covering many students, providers, services, and dates of service. Previously, compiling and verifying these invoices required extensive manual work. Practice Pro has reduced the time DTS spends preparing large school-district invoices by an estimated 50%. By keeping service and billing information more organized within one system, the team can prepare invoices faster, review them more efficiently, and reduce the risk of missing or inaccurate information. For a practice managing large school contracts, this saves significant administrative time and supports faster, more accurate invoices.
The previous system offered reports, but it did not place actionable KPIs directly in front of directors and clinicians. Practice Pro’s dashboards give DTS faster visibility into scheduling, attendance, clinician productivity, and other operational measures. Leaders can identify patterns earlier, while clinicians can better see how their schedules and performance connect to the health of the practice. This shifts reporting from a retrospective administrative task into a practical management tool.
Many systems claim to include wait-list functionality but provide little more than a static list of names. Practice Pro gives DTS a more functional way to track prospective clients and connect them with available services. Its team is also continuing to improve the feature based partly on feedback from DTS. For a multi-location practice managing different disciplines, clinician specialties, appointment lengths, funding sources, and service-delivery models, a functional wait list directly affects access to care and the ability to fill openings.
Integrated text messaging and telehealth tools make it easier for DTS to communicate appointment information and send virtual-session links. Instead of moving between separate platforms, staff can manage more of the communication process from within the client’s record. This creates a more consistent experience for families and reduces the chance that messages or links will be overlooked. The next communication feature DTS would value is the ability to send and track emails directly within Practice Pro. Integrated email would further reduce the need to move between systems and create a more complete communication history in each client’s record.
One of the most valuable parts of the relationship has been Practice Pro’s willingness to learn how DTS actually operates. DTS does not serve only one type of client or submit claims through a single payment model. The practice must manage commercial insurance, regional centers, school districts, private-pay services, authorizations, contracts, and invoicing requirements. Practice Pro has worked with DTS to understand these differences and improve workflows around the company’s actual operational needs.
DTS takes pride in serving as a practicum site for approximately 30 to 40 graduate students each year. Giving future clinicians meaningful, hands-on experience is an important part of the company’s commitment to the future of the profession. Practice Pro makes it easy to add practicum students as users and train them to navigate the system. Because student users are included in DTS’s package, the practice does not incur an additional expense each time a new student begins a rotation. The platform is intuitive and easy to teach, allowing students to become comfortable with scheduling, documentation, and other essential workflows quickly. This reduces the administrative burden on supervisors and gives students more time to focus on developing their clinical skills and providing high-quality care. For a practice committed to clinical education, having the flexibility to add and train students without facing additional user fees is both operationally and financially valuable.
The value of a practice-management platform is not limited to administrative convenience. Every unnecessary step consumes time and attention that could otherwise support clients, families, clinicians, students, and staff. By centralizing documentation, communication, scheduling, insurance information, reporting, and billing workflows, Practice Pro is helping DTS reduce administrative friction and build stronger systems across its locations. Clinicians have more direct access to the information they need. Leaders have better visibility into performance. Administrative staff can complete recurring tasks with fewer manual steps. Practicum students can be trained and onboarded quickly. Families receive faster and more consistent communication. For DTS, better business operations support better clinical care.
Practice Pro is still developing, and DTS does not expect any technology platform to be perfect. What has mattered most is how the company responds when something needs to change.
Practice Pro did not simply sell us software. Their team has listened to our concerns, worked through challenges with us, and invited our input as the platform continues to improve. After 25 years in business, we know the difference between a vendor and a partner. Practice Pro feels like a partner.
Selecting an electronic health record is not only a technology decision. It is also a decision about trust, responsiveness, shared growth, and whether both organizations care about the other’s success. For Dynamic Therapy Solutions, Practice Pro has provided more than a replacement for an outdated system. It has created a stronger operational foundation for the company’s next stage of growth.
Results like these demonstrate why forward-thinking therapy practices are choosing Practice Pro: an all-in-one solution that combines intelligent automation with clinical excellence, delivering fast, measurable ROI while supporting long-term growth.
Schedule a personalized demo with Practice Pro today.
