Most PT clinics don’t have a documentation problem in the abstract. They have a 7:40 p.m. problem: the last patient left at six, and someone is still at the desk finishing daily notes that should have taken four minutes each. Evaluations, progress reports, discharge summaries, all of it has to show skilled care and medical necessity, or the claim comes back denied and the work starts again.
AI scribes are sold as the fix. The price of that fix runs from $0 to roughly $150 per clinician per month, and the gap between the cheap end and the expensive end has surprisingly little to do with how well the software hears you. It’s about where the note lands, whether a Business Associate Agreement comes with it, and whether the tool knows what a plan of care is.
The published numbers, November 2026
| Tool | What it is | Published price | BAA |
|---|---|---|---|
| Freed | Ambient AI scribe, drafts into your template | $39/mo (40 notes), $79/mo unlimited, $119/mo Premier ($104 annual) | On Groups plan |
| Heidi Health | AI scribe with specialty templates | Free plan; Clinician $150/mo, $110 billed yearly | Check per plan |
| Twofold Health | AI scribe for small practices | Free plan; Personal $69/mo, $49 billed yearly | Every plan |
| VoiceboxMD | Ambient scribe plus dictation and billing codes | $49 / $79 / $99 per provider | Every plan |
| Sunoh.ai | Ambient scribe, EHR-integrated | From $149/mo (limited-time pricing) | Listed as included |
| Jane | Practice management with built-in scribe add-on | Plans $59/$79/$99; AI Scribe add-on $15 per practitioner | Included in platform |
| WebPT | Rehab EMR with documentation and billing | Quote only; third-party trackers report $164 to $307 per provider on 12-month terms | Included in platform |
| Prompt Health | Rehab EMR, volume-tiered | Reported around $75/mo (<10 visits), $199 (10 to 79), $289 (80+) | Included in platform |
Note the shape of that table. Scribes publish prices. EMRs mostly don’t. That single fact explains most of the buying confusion in this category, and it’s the first thing worth understanding before you take a demo call.
What a scribe actually does in a PT session
A general-purpose medical scribe was built for a 12-minute primary care visit: one chief complaint, one assessment, one plan. Physical therapy looks nothing like that. You have objective measurements that change week to week, a plan of care that spans six weeks, and note formats that differ between an evaluation and a daily note. A tool that produces a beautiful SOAP note for a physician may hand you a document with no place for knee flexion AROM or a strength grade.
So the practical question isn’t “how accurate is the transcription.” It’s “does the draft come out in my template, with fields for the numbers I actually measure.” When I read through the vendor material and the therapist threads on this, the complaint that repeats isn’t accuracy in general. It’s measurements: a range of motion rounded, left and right swapped, a strength grade inferred rather than heard. That’s a review problem, not a software problem, but it means the time you save is editing time saved, not zero.
The workflow that actually works in a small clinic is boring. Get written consent at intake. Narrate findings out loud as you measure them, so the microphone hears “knee flexion zero to one-oh-five, quad four minus over five” instead of silence and a number on a goniometer. Let the tool draft. Then edit for the skilled-care language a payer wants to see. Nobody should sign a note they haven’t read, and any vendor telling you otherwise is selling to someone who has never been audited.
The self-serve tier: where the real price competition is
Four vendors publish prices you can act on without a sales call, and the spread is wide enough to matter.
Freed is the cheapest entry point at $39 a month for 40 notes, which works out to about a dollar a note. For a solo therapist seeing 30 patients a month, that’s the whole bill. Go past 40 notes and you jump to $79 for unlimited, and the jump is steep enough that the Starter tier is really a trial with a price tag.
Heidi Health has the most generous free tier and the most expensive paid one. Free gets a single seat with a weekly allowance, which is enough to find out whether the template library fits rehab documentation. The Clinician plan is $150 monthly or $110 on annual billing, a 27% difference that only matters if you’re sure you’re keeping it.
Twofold sits in the middle at $69 monthly or $49 annual, and it’s the one vendor that states plainly that a BAA is on every plan, including free. For a clinic that’s still experimenting, that sentence is worth more than a feature list.
VoiceboxMD prices at $49, $79 and $99, and the $79 tier is where billing codes and after-visit letters show up. If your front desk currently retypes visit summaries, that tier is doing two jobs for one price.
The one I’d flag as a poor fit for most PT clinics is the enterprise tier of scribes: Abridge, Suki, DeepScribe, Nabla and the rest that list no per-user price at all. Those are hospital and large-group products. A four-therapist outpatient clinic entering that sales process will spend more time in procurement than the software is worth.
Check Freed pricing · Check Heidi Health pricing · Compare Twofold Health plans
The EMR question nobody prices honestly
Here’s the part that catches people. In a PT clinic the scribe is rarely the expensive line item. The EMR is, and the EMR is where the pricing goes dark.
WebPT is the default answer for insurance-billing clinics because it’s built around rehab workflows, Medicare’s 8-minute rule, the KX modifier, and the billing side that keeps claims clean. It also doesn’t publish a price. Third-party trackers put it between roughly $164 and $307 per provider per month on annual terms, and that range is wide because it bundles differently depending on which modules you take. If you’re comparing a $79 scribe to a WebPT quote, you’re comparing a component to a platform.
Prompt Health is the challenger worth pricing against it, with volume-tiered rates reported at about $75 a month under 10 visits, $199 between 10 and 79, and $289 at 80-plus. That structure punishes growth in a way a flat per-provider fee doesn’t, so run your own visit volume through it before you get attached.
Jane is the interesting one for cash-pay and hybrid clinics. Plans are $59, $79 and $99, extra full-time practitioners are $35 to $40, and insurance billing is a $20 monthly add-on plus $5 per additional full-time clinician. The scribe is an add-on at $15 per practitioner for unlimited notes, with 5 notes free on every plan. Add it up for a three-therapist hybrid clinic and you land near $220 a month before the clearinghouse, which is a fraction of what the quote-based platforms cost at the same size. What you give up is depth: Jane’s rehab charting is decent, not specialist-grade, and heavy Medicare billing is where that shows.
My read, and this is an opinion rather than a measurement: for a cash-pay clinic under five therapists, Jane plus its $15 scribe beats every standalone scribe plus separate EMR combination on total cost. For an insurance-heavy clinic with Medicare volume, the extra money for a rehab-specific EMR buys denial prevention, and denial prevention is worth more than the delta.
See Jane’s plan pricing · Request a WebPT quote
How I evaluated these
I haven’t sat in a treatment room with any of these tools, so I’m not going to pretend I have. What I did: pulled each vendor’s own pricing page, cross-checked the numbers against two independent trackers that date-stamp their reads, and read through the practitioner complaints in PT and rehab operations forums, which is where the measurement-accuracy and add-on-creep issues surface. Where a vendor doesn’t publish a price, I said so instead of estimating one, because an invented number is worse than a blank.
The one thing worth knowing about all published pricing in this category: it changes mid-year, quietly. Jane’s Balance plan was $54 earlier in 2026 and has been $59 since early October. Sunoh’s $149 is explicitly labeled limited-time. Set a calendar reminder to re-check before you renew anything annual.
Three stacks, priced for a year
- Solo cash-pay therapist. Jane Practice at $79 plus the $15 scribe add-on: $1,128 a year, all in, with booking, charting and payments included. The cheapest complete stack in this article, and the one I’d point a new solo practice toward.
- Two-therapist insurance clinic. A scribe at $79 unlimited (2 seats: $1,896) plus a rehab EMR at the low end of the WebPT range ($164 x 2 x 12: $3,936). Call it $5,832 a year, and budget for the modules they upsell during implementation.
- Four-therapist hybrid clinic. Freed Premier at $119 (4 seats, $104 annual rate: $4,992) is the top of the scribe market and hard to justify over Jane’s $15 add-on unless the template fit is genuinely better. Run Jane Thrive with billing and scribe for four full-timers first, roughly $3,500 a year, and only move up if the Medicare billing breaks.
Those numbers are before clearinghouse fees, card processing and any HEP module, which is where rehab software usually hides its second invoice. Ask for an all-in quote in writing. Every time I’ve seen a clinic surprised by a software bill, it was a module they assumed was included.
Five traps in this category
- The BAA is not a premium feature. A signed Business Associate Agreement is a HIPAA requirement. If a plan doesn’t include one, that plan isn’t for patient data, whatever the marketing says.
- Notes-per-month caps bite at exactly the wrong volume. A 40-note plan is fine in a slow January and useless in a busy June. Check your own monthly note count before choosing a tier.
- Annual billing discounts hide a commitment. Heidi’s $110 versus $150 is a real saving, but only after you’ve confirmed the templates fit your eval format.
- Dictation mode is often a separate thing. Some tools record ambient audio and don’t offer push-to-talk dictation. If you’d rather dictate short visits, check the plan.
- Integration claims need a demo. “Works with any EHR” usually means copy and paste. Ask to see the note land in the actual field, in your actual chart, on your actual screen.
Check VoiceboxMD pricing (BAA on every plan)
Key takeaways
- Published scribe prices run from free to about $150 per clinician per month; the median self-serve plan is roughly $49 to $79.
- Scribes publish prices and EMRs don’t, so compare total stacks, not headline subscriptions.
- Rehab-specific note formats and measurement fields matter more than raw transcription accuracy.
- For a cash-pay clinic under five therapists, an all-in-one platform with a $15 scribe add-on usually wins on cost.
- For Medicare-heavy insurance clinics, the rehab-specific EMR earns its premium through cleaner claims.
- Never sign an unread AI-drafted note. The tool drafts; the therapist is still the author of record.
If you’re starting from zero this month, the sequence that wastes the least money is: pick the EMR your billing workflow needs, then bolt on the cheapest scribe that fits its templates, then upgrade the scribe only if you’re consistently editing more than you’re reading. Most clinics find they don’t need the $150 tier. They need a tool that stops at the right field.
Prices read November 11, 2026 from vendor pricing pages and two independent trackers with dated reads; WebPT and Prompt Health figures are third-party reports, not vendor-published. Software pricing in rehab changes often, so confirm on the vendor page before you commit. Some links here are affiliate links, which cost you nothing and don’t change which tools made the list.