Monthly RTM workflow checklist for clinicians and billers
This checklist is a practical month-end and ongoing workflow guide for clinics using RTM in Joint Academy. It is designed to help clinicians and billers stay aligned so documentation is complete and billing review can move efficiently.
How to use this checklist
Use it throughout the month, not just at the end. The strongest RTM workflow is built through regular review, not last-minute cleanup.
Clinician checklist
Patient setup
- confirm the patient was invited under RTM
- confirm the treatment area and care plan are correct
- confirm the patient received setup and education
Ongoing monitoring
- review patient adherence and engagement during the month
- review any pending activity logs
- follow up on patients who need support
- make sure clinically meaningful management work is reflected in the workflow
Documentation
- review automatically generated notes when they appear
- enter any missing information
- create manual notes when needed
- sign notes promptly after review
End-of-month review
- check for unsigned RTM-related notes
- review patients with incomplete documentation
- clear remaining pending clinician actions
- confirm notes are ready for biller handoff
Biller checklist
Billing queue review
- open the Billing page
- review the To-do queue first
- search or filter if needed
- preview each signed note before acting on it
Documentation quality check
- confirm the note is signed
- confirm the note appears complete
- confirm the coding and note details align with the clinic workflow
- flag or discard notes that should not move forward
Final processing
- accept notes that are ready for billing
- discard notes that should not proceed
- copy finalized documentation into the EMR
- use the Done and Discarded tabs for follow-up and tracking
Shared clinic checklist
- make sure clinicians and billers are using the same monthly process
- review recurring documentation issues and fix the root cause
- avoid holding notes too long after clinician review
- use dashboard and billing queues regularly instead of waiting until month end
Suggested monthly rhythm
Weekly
- clinicians review pending logs and unsigned notes
- billers keep the To-do queue moving
End of month
- clinicians clear final note and signature tasks
- billers review the final signed-note queue
- the clinic confirms all ready records have been processed into the EMR workflow
Tips
- RTM workflows are easier to manage when review happens every week.
- Most billing delays come from a small number of unfinished steps, usually missing review or signature.
- Keep responsibilities clear: clinician reviews and signs, biller reviews and processes.
Common questions or notes
Should clinicians wait until the end of the month to sign notes?
No. Ongoing review is much more reliable than end-of-month cleanup.Should billers process unsigned notes?
No. The billing review should happen after clinician sign-off.