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Apollo Practice Management

apollopracticemanagement.com

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Spec score 8.9 #1 of 29 in Physical Therapy Software

What it is

Apollo Practice Management is web-based software for physical therapy practices, covering scheduling, clinical documentation, billing, and reporting. Its dashboard groups appointments by status and can show lists for individual therapists. Documentation tools include SOAP notes, custom note templates, and addenda for completed notes; appointment reminders can be scheduled by email or SMS. Apollo says its claim scrubbing checks claims for errors and generates alerts or reminders about approval or rejection. Reports cover scheduling, finances, patient information, transactions, and reconciliation, and can be exported. Claim information can be transmitted to a supported billing service or clearing house. Apollo says it is HIPAA compliant and uses individual secure logins, password-protected information areas, and encryption for information sent remotely between servers. It works in a browser on PCs, Macs, iPads, tablets, and smartphones. Plans include unlimited user accounts and multiple practice locations, but set practitioner and monthly text and fax limits. The Single plan costs $108 a month for one practitioner; a 30-day trial is listed.

Spec sheet

What it does
Apollo is a cloud-based physical-therapy practice system combining scheduling, billing, electronic medical records and reporting.Read 15 Oct 2026 · linkedin.com
Purpose
Apollo is SaaS physical therapy practice management software for scheduling, documentation, billing and reports.Read 30 Sep 2026 · apollopracticemanagement.com
Intended users
The vendor describes Apollo as designed for physical therapists and their clinicians, practitioners and clinical staff.Read 30 Sep 2026 · apollopracticemanagement.com
Deployment
Apollo is hosted SaaS and says no local software, server or hardware installation is required.Read 15 Oct 2026 · apollopracticemanagement.com
Integrations
Apollo says it can transmit claim information directly to a supported billing service or clearing house.Read 30 Sep 2026 · apollopracticemanagement.com
Security
The vendor says Apollo is HIPAA compliant, with password-protected information areas, individual secure logins and encrypted information sent remotely across servers.Read 30 Sep 2026 · apollopracticemanagement.com
Support
All plan members receive unlimited technical support, and setup training is provided using screen sharing.Read 30 Sep 2026 · apollopracticemanagement.com
Headquarters
290 First Street Suite Two, Pittsfield, Massachusetts 01201, United StatesRead 28 Sep 2026 · apollopracticemanagement.com
Access
Apollo is web based and can be accessed through a browser on a PC, Mac, iPad, tablet or smartphone.Read 30 Sep 2026 · apollopracticemanagement.com
API and extensibility
GetApp includes API in its feature catalog but shows no user rating or documented public API details.Read 15 Oct 2026 · getapp.com
Billing
Billing handles insurance, private, bulk and employee bills and can send invoices to patients, employers or insurers or save them as PDFs.Read 15 Oct 2026 · getapp.com
Claims
The system supports UB-04, 837I, 837P, HCFA-1500 and 835 healthcare transactions.Read 15 Oct 2026 · apollopracticemanagement.com
Clinical documentation
The software supports SOAP notes, custom note templates and addenda for completed notes.Read 30 Sep 2026 · apollopracticemanagement.com
Communications
Appointment confirmations and reminders can be sent by SMS or email, and reports or patient documents can be emailed or faxed.Read 15 Oct 2026 · apollopracticemanagement.com
Company size listing
Exafol lists Apollo Practice Management as having 51-200 employees, while LinkedIn's product page identifies the maker as Apollo Practice Management Software.Read 15 Oct 2026 · exafol.com
Contract terms
The pricing page says there are no long-term contracts or commitments and that cancellation is billed for the current month only.Read 30 Sep 2026 · apollopracticemanagement.com
Data portability
Apollo says customers own and control their data and can take it with them when leaving the service.Read 15 Oct 2026 · apollopracticemanagement.com
Documentation
The EMR stores, synchronizes and backs up electronic documents, with configurable templates, scanning, uploading and integrated email and fax.Read 15 Oct 2026 · getapp.com
Documentation depth
GetApp lists knowledge base, FAQs/forum, documentation, videos, webinars, live online and in-person training as support options.Read 15 Oct 2026 · getapp.com
Free demo
Apollo offers a free product demo with no obligation.Read 30 Sep 2026 · apollopracticemanagement.com
HIPAA
The pricing FAQ states that Apollo is HIPAA compliant and encrypts information sent between servers.Read 15 Oct 2026 · apollopracticemanagement.com
Integration
GetApp lists Flow as Apollo's sole named integration and describes BluePay integration for credit-card processing.Read 15 Oct 2026 · getapp.com
Licence
The reviewed pages describe Apollo as proprietary SaaS and publish no open-source licence.Read 15 Oct 2026 · apollopracticemanagement.com
Limit: billing and reports
Reviewers report that patient statements, reporting, searches and changing bill responsibility can be difficult or inaccurate.Read 15 Oct 2026 · capterra.com
Limit: documentation workflow
Capterra reviewers cite cumbersome medical records, limited note flexibility, missing HEP workflow and requests for better manuals or onboarding.Read 15 Oct 2026 · capterra.com
Limit: implementation
A Capterra reviewer reported paying for more than six months while setup and promised data migration remained incomplete.Read 15 Oct 2026 · capterra.com
Limit: integrations
Exafol characterizes Apollo's integrations as limited, listing only BluePay and saying advanced-feature information is sparse.Read 15 Oct 2026 · exafol.com
Limit: performance
G2 reviewers report occasional delays when saving new patients or records.Read 15 Oct 2026 · g2.com
Maker headquarters
Apollo lists 290 First Street, Suite Two, Pittsfield, Massachusetts 01201, United States.Read 15 Oct 2026 · apollopracticemanagement.com
Maker origin
Apollo says Randy Porter started the project in 2007 after identifying the need for an all-in-one physical-therapy system.Read 15 Oct 2026 · apollopracticemanagement.com
Notable news: mobile access
A May 9, 2018 press release announced smartphone and tablet compatibility for Apollo's cloud EMR system.Read 15 Oct 2026 · prlog.org
Plan limits
Plans set practitioner and monthly text and fax limits; each plan includes unlimited user accounts and multiple practice locations at no additional location cost.Read 30 Sep 2026 · apollopracticemanagement.com
Praise: ease of use
Reviewers repeatedly describe scheduling, navigation, training and daily notes as easy to learn or user-friendly.Read 15 Oct 2026 · capterra.com
Praise: support
Reviewers frequently praise fast, patient and highly responsive customer support during setup and ongoing use.Read 15 Oct 2026 · capterra.com
Praise: value
Reviewers commonly praise the price, unlimited staff accounts and inclusive modules for small practices and part-time practitioners.Read 15 Oct 2026 · getapp.com
Pricing limitation
Capterra says Apollo has no free plan or free trial and that its $108 monthly starting price is toward the high end versus alternatives.Read 15 Oct 2026 · capterra.com
Rating on Capterra
4.6 out of 5 from 31 reviewsRead 15 Oct 2026 · capterra.com
Rating on G2
4.2 out of 5 from 3 reviewsRead 15 Oct 2026 · g2.com
Rating on GetApp
4.6 out of 5 from 31 reviewsRead 15 Oct 2026 · getapp.com
Reminders
Appointment alerts and reminders can be scheduled to go out by email or SMS.Read 30 Sep 2026 · apollopracticemanagement.com
Reporting
Apollo advertises more than 400 predefined practice reports and can build custom reports or exports.Read 15 Oct 2026 · apollopracticemanagement.com
Reports
The reporting module covers scheduling, financial, patient information, transaction and reconciliation reports, which can be exported.Read 30 Sep 2026 · apollopracticemanagement.com
Scheduling
Scheduling supports multi-location calendars, visual appointment creation, rebooking, waiting lists, color coding, reminders and alerts.Read 15 Oct 2026 · getapp.com
Security stated by maker
Apollo says it uses bank-level encryption, full backups in managed cloud data centers and individual secure logins.Read 15 Oct 2026 · apollopracticemanagement.com
Support and training
The maker provides unlimited technical support, screen-share setup training, email help and an active support forum.Read 15 Oct 2026 · apollopracticemanagement.com
System requirements
The product is browser-based and requires an internet connection; the maker lists PC, Mac, iPad, tablet and smartphone access.Read 15 Oct 2026 · apollopracticemanagement.com
User permissions
User groups include administrator, front desk, therapist, therapist support and clinic director, with predefined access rights.Read 15 Oct 2026 · apollopracticemanagement.com

Plans and prices

Single $108 a month per month 1 practitioner · unlimited scheduling · unlimited billing · unlimited EMR · 100 texts/month · 100 faxes/month Read 15 Oct 2026 · apollopracticemanagement.com
Team $228 a month per month 2-5 practitioners · unlimited scheduling · unlimited billing · unlimited EMR · 500 texts/month · 500 faxes/month Read 15 Oct 2026 · apollopracticemanagement.com
TEAM $228 a month Per Month 2–5 practitioners · unlimited scheduling, billing and EMR · 500 texts/month · 500 faxes/month Read 30 Sep 2026 · apollopracticemanagement.com
Medium $348 a month per month 6-10 practitioners · unlimited scheduling · unlimited billing · unlimited EMR · 800 texts/month · 800 faxes/month Read 15 Oct 2026 · apollopracticemanagement.com
MEDIUM $348 a month Per Month 6–10 practitioners · unlimited scheduling, billing and EMR · 800 texts/month · 800 faxes/month Read 30 Sep 2026 · apollopracticemanagement.com
Group $708 a month per month 11-15 practitioners · unlimited scheduling · unlimited billing · unlimited EMR · 1,500 texts/month · 1,500 faxes/month Read 15 Oct 2026 · apollopracticemanagement.com
GROUP $708 a month Per Month 11–15 practitioners · unlimited scheduling, billing and EMR · 1500 texts/month · 1500 faxes/month Read 30 Sep 2026 · apollopracticemanagement.com
Large $1,188 a month per month 16-25 practitioners · unlimited scheduling · unlimited billing · unlimited EMR · 2,500 texts/month · 2,500 faxes/month Read 15 Oct 2026 · apollopracticemanagement.com
LARGE $1,188 a month Per Month 16–25 practitioners · unlimited scheduling, billing and EMR · 2500 texts/month · 2500 faxes/month Read 30 Sep 2026 · apollopracticemanagement.com

Every Apollo Practice Management plan and price →

Strong points and limits

Strong points

  • Includes SOAP notes and custom templates.
  • Appointment reminders can use email or SMS.
  • Reports can be exported.
  • Unlimited user accounts are included.
  • Multiple practice locations have no added location cost.

Limits

  • No free plan is listed.
  • Plans limit practitioners, texts, and faxes.
  • Single plan costs $108 a month.

Who it suits

Apollo suits physical therapists and clinical staff who need scheduling, documentation, billing, and reports. The listed plans accommodate practices from one practitioner to 25, with practitioner and monthly messaging limits.

Apollo Practice Management in depth

Read the full write-up

Apollo Practice Management is a practice-management platform for physical therapy clinics that want clinical records, scheduling, billing and reporting in one system. It fits clinicians and administrative teams sharing multiple users or locations. The central trade-off is straightforward: core scheduling, billing and EMR use is unlimited, while practitioner count and monthly text and fax allowances determine the plan you need.

Overview

Apollo combines the working parts of a physical therapy practice rather than treating documentation, front-desk coordination and revenue-cycle work as separate tools. Clinicians can create SOAP notes, apply custom note templates and add addenda after a note is completed. The scheduling dashboard groups appointments by status and shows appointment lists for individual therapists, giving staff both a general queue and therapist-level views.

Reminders can be sent by email or SMS, which gives practices a choice between no-cost electronic mail and metered text messaging. Claim scrubbing checks claims for errors and generates alerts, notifications or reminders about approval or rejection. Apollo can transmit claim information directly to a supported billing service or clearing house, a useful fit when billing is handled through an external service.

Reporting spans scheduling, financial activity, patient information, transactions and reconciliation, with export support. That range makes Apollo more suitable for practices that need management reporting alongside daily clinical work than for a clinic seeking only a calendar or note-taking tool.

Key features

Clinical documentation: SOAP notes, reusable custom templates and post-completion addenda support structured records while allowing corrections or additions without replacing the original note.

Scheduling and reminders: Status-based appointment views and therapist appointment lists help coordinate a busy clinic. Email and SMS reminders support different communication preferences, although SMS volume is capped by plan.

Claims and billing: Error checks and claim-status alerts can catch problems before or after submission. Direct transmission to a supported billing service or clearing house is valuable for practices with that arrangement.

Reports: Scheduling, financial, patient, transaction and reconciliation reports can be exported, giving owners material for operational review and financial follow-up.

Security and support: Apollo says it is HIPAA compliant, using password-protected information areas, individual secure logins and encrypted remote data transmission. Every plan includes unlimited technical support, and setup training is provided through screen sharing.

Practice structure: All plans include unlimited user accounts and multiple practice locations without an additional location charge. Those terms benefit clinics with broad staff access or more than one site.

Pricing

Apollo offers a 30-day trial and no free plan. There are no long-term contracts or commitments; cancellation is billed for the current month only. A free product demo is also available with no obligation.

PlanMonthly pricePractitionersText / fax allowanceSingle$108 a month1100 / 100TEAM$228 a month2–5500 / 500MEDIUM$348 a month6–10800 / 800GROUP$708 a month11–151500 / 1500LARGE$1,188 a month16–252500 / 2500Every tier includes unlimited scheduling, billing and EMR, so moving up is primarily about practitioner capacity and communication quotas rather than unlocking core modules. The Single plan is aimed at a solo therapist; its 100 monthly texts and faxes will suit light reminder and document traffic but can constrain a high-volume practice. TEAM covers two to five practitioners and raises each allowance to 500. MEDIUM, GROUP and LARGE progressively support larger clinical teams, with 800, 1500 and 2500 monthly texts and faxes respectively. Unlimited user accounts mean staff seats do not impose a separate per-user charge, but a practice must still choose a practitioner band that accommodates its clinicians.

Platforms

Apollo runs on Android, iOS, macOS, web and Windows. It is browser-accessible on a PC, Mac, iPad, tablet or smartphone, making it practical for front-desk computers and clinicians moving between rooms or locations.

Who it's for

Apollo is a strong fit for physical therapy practices that want documentation, scheduling, claims, billing and reporting under one subscription, particularly those with several staff users or multiple locations. It also suits clinics that depend on a supported billing service or clearing house and need claim-error alerts before payment work stalls.

It is less compelling for a solo clinician who needs only basic scheduling, or for a practice whose SMS and fax traffic regularly exceeds its tier allowance. Those users may prefer a lower-cost or usage-priced alternative rather than paying for a broad practice-management suite.

Pros and cons

Pros

Unlimited scheduling, billing and EMR are included at every paid tier.

Unlimited user accounts and multiple locations avoid separate charges for staff access or sites.

SOAP notes, templates, addenda, claim scrubbing and exportable operational and financial reports cover a complete clinic workflow.

Unlimited technical support and screen-sharing setup training are included for all plan members.

No long-term commitment limits cancellation exposure to the current month.

Cons

There is no free plan, and the lowest tier costs $108 a month.

Practitioner bands require a larger plan as the clinical team grows, even though user accounts are unlimited.

Texts and faxes have fixed monthly quotas, so reminder-heavy or fax-intensive clinics may outgrow a tier.

Direct claims transmission depends on a supported billing service or clearing house.

Alternatives

Use the Physical Therapy Scheduling Software guide when scheduling is your primary requirement and you want to compare dedicated options.

Rehab Guru is the better starting point for a free entry tier: its Free plan costs nothing, supports six clients and includes exercise and template access, but excludes add-on modules and customization.

Choose Phyzioline if its Professional Cloud plan’s 599 EGP a month (plus 14% VAT) and up to 200 patients and eight staff match your market and capacity.

Empower EMR is an alternative for practices specifically seeking AI documentation features such as unlimited AI scribing and guidance.

Noterro suits a practice that prefers a lower-priced practitioner-seat model, with its Core annual plan at $28.05 a month billed annually for one practitioner seat.

PPMP is the alternative to consider when a web-and-Windows on-premises solution is preferred.

TherapyPM may fit practices wanting separately priced extras such as SMS reminders at $0.05 or a 4.00 USD mobile-app add-on.

Gensolve is an option for clinics comfortable with a flat monthly fee quoted by full-time-equivalent clinicians.

PracticeQ is worth considering when a starter plan with per-practitioner appointment, SMS and form limits is a closer match.

Verdict

Choose Apollo Practice Management if you run a physical therapy practice that needs clinical documentation, scheduling, billing, claims and reporting together, with unlimited staff accounts and locations. Its main reason to choose it is the breadth of unlimited core modules combined with claim workflow and reporting. Look elsewhere if you need a free plan, a solo-friendly low monthly cost, or messaging and fax usage that does not fit fixed quotas.

Verdict

Apollo combines clinical records, scheduling, claims, and reporting for physical therapy practices. Review the practitioner and message limits for each plan before choosing one.

Where Specifiction places it

Alternatives to Apollo Practice ManagementAll alternatives →