HIPAA-Compliant Caspio App Cuts Occupational Therapy Reporting Time by 80%

When Stephanie Wick founded Learning Charms, a pediatric occupational therapy group in North Carolina, her mission was simple: to help children thrive and reach their full potential. What she didn’t expect was how much compliance paperwork would stand in the way.

Therapists were spending hours writing evaluation reports to meet insurance requirements. If a report lacked consistency or clarity, insurers could — and often did — reject claims or claw back payments years later.

“Insurers would come back and say, ‘You owe us $20,000 from 2021,’” said Wick. “Even if we had delivered the service, if the documentation wasn’t perfect, we lost that money.”

The impact wasn’t just financial. Documentation requirements contributed to therapist burnout, a significant challenge in a field already facing staffing shortages.

Frustrated by these obstacles, Wick decided to build a solution that would automate evaluations, reduce errors and give therapists back their time. The result? A first-of-its-kind, HIPAA-compliant evaluation and reporting tool called the O.T. Wizard, built with the help of Caspio and Caspio Gold Partner Solutions Afoot.

Manual Evaluations, Missed Opportunities

In pediatric therapy, evaluations are more than routine paperwork. These reports determine a child’s access to services and must meet rigorous standards to satisfy insurance companies. Creating those evaluations is a time-intensive process that can take hours per patient, yet therapists are paid a flat rate regardless of the time involved.

“If it took them more than one hour to perform the evaluation and write up the report then they were essentially working at a loss,” Wick said.

Even worse, evaluation quality varied. Despite templates, therapists had different writing styles, often leading to inconsistencies and errors. A single name left over from a reused document could trigger a rejected claim. Multiply that across dozens of clinicians, and the result was lost revenue and mounting frustration.

To bring some structure to the chaos, Wick started with what she knew: spreadsheets. Using Google Sheets, she built a prototype with formulas, dropdowns and logic to guide therapists through evaluation steps. While effective at first, it became increasingly difficult to maintain.

“Technology is great until it breaks,” she said. “I was constantly fixing it myself. I needed something reliable, something that could grow with us.” Wick didn’t want a patchwork of tools. She wanted an end-to-end therapy management solution that would be compliant, scalable and built to last.

A Low-Code Platform That Checks Every Box

Late one night, in a moment of frustration and determination, Wick discovered Caspio.

Intrigued by the low-code platform’s capabilities and inspired by the tutorials, customer stories and healthcare use cases, she began to believe her vision was possible: an application that could automate, standardize and scale her evaluation process while ensuring HIPAA compliance.

With visual development tools, enterprise-grade security and compliance, and scalable infrastructure, Caspio met all the requirements for healthcare applications right out of the box.

“I listened to a bunch of Caspio’s podcast episodes and watched the training videos,” she recalled. “I’d have the tutorials playing in one window and my Caspio app-builder open in another. It gave me the confidence to believe I could build something real.”

With Caspio, Wick could move beyond spreadsheets and create a secure, cloud-based app. However, turning a functional prototype into a sustainable, scalable product would take more than one person.

Partnering With Solutions Afoot: From Prototype to Powerhouse

To bring her vision to life, Wick connected with Solutions Afoot, a trusted Caspio Gold Partner based in North Carolina specializing in healthcare, education and nonprofit systems. Their approach began not with coding, but with listening.

“The project started with what we call a ‘forensic interview,’” explained Josh Schuminsky, CEO of Solutions Afoot. “We dig into the business — how it works, where the pain points are and what the end users actually need.”

Wick had already done much of the strategic thinking. Her spreadsheet was more than a tool; it was a roadmap, complete with detailed workflows. Solutions Afoot took her foundation and elevated it, designing a secure, scalable architecture that could serve her clinic today and other providers tomorrow.

“They didn’t just build what I asked for,” said Wick. “They brought ideas to the table, things I hadn’t thought of. They were always two or three steps ahead.”

How the O.T. Wizard Works

From that collaborative foundation, the O.T. Wizard began to take shape.

Built on Caspio’s HIPAA-compliant low-code platform, the application uses clinical logic to present therapists with only the most relevant questions based on the child’s age and developmental stage, pulling from a library of curated prompts. Then, it helps them generate consistent, error-free reports.

The O.T. Wizard’s key features include:

• Smart intake – Therapists start by entering a child’s profile, including age and background.
• Automated benchmarking – Based on the child’s age, the system surfaces relevant developmental questions from a library of 350+ prompts.
• Dynamic workflow logic – The system adjusts questions and flags concerns based on inputs. For example, if a child is 6.5 years old and doesn’t have an age-appropriate pencil grasp, a skill typically expected by a six-year-old, the system flags it.
• Insurance-ready reports – Structured prompts replace open-ended notes. The system generates parent and insurance-ready reports in seconds, reducing documentation time from several hours to around 30 minutes. Therapists can then upload them to EMR systems or send them to payers.
• Fewer errors, less rework – Drop-downs and logic rules reduce mistakes from manual work that previously led to denied claims.
• Manager dashboards – Administrators can view anonymized data, track evaluation volume and forecast staffing needs, all while staying within HIPAA guidelines.

The time savings have been substantial. “We’re taking the process from 2.5 to 3 hours down to about 25 to 30 minutes,” said Wick.

Nike Roach, Solutions Afoot’s Chief Business Development Officer, sees this shift as more than just a productivity boost. “From a healthcare perspective, that’s huge — especially because insurance pays a flat rate per evaluation, whether it takes 30 minutes or three hours,” he said.

For Wick, the platform is more than just an efficiency tool. “It’s not just saving time,” she said. “It’s helping therapists do their jobs more effectively and helping the business stay compliant.”

Wick and the Solutions Afoot team shared their journey in a recent episode of Caspio’s “Low Code/High Impact” podcast. Watch the full interview below or listen on your favorite streaming platform.

HIPAA Compliance, Without the Complexity

As a healthcare provider, Wick needed a solution that could meet regulatory requirements from day one. Caspio’s infrastructure, including secure hosting, audit trails, role-based access and encryption, met those needs without additional custom work.

“Other platforms offer templates, but they stop short of real HIPAA compliance,” said Schuminsky. “With Caspio, we got end-to-end encryption, secure access, audit trails… everything needed to protect patient data.”

This built-in security didn’t just reduce risk but also gave Wick the confidence to think bigger.

From Internal Tool to Industry Standard

While the O.T. Wizard was built to solve Learning Charms’ internal challenges, it was never meant to stay there. Solutions Afoot designed the app with multi-tenant support, modular components and white-label flexibility, making it easy to adapt for other clinics, school systems and therapy networks.

“This tool is going to make a difference,” said Wick. “I want it to help other groups that are struggling with documentation and time constraints.”

The platform is in soft launch, with a broader rollout later this year. As more providers adopt the tool, its impact could extend far beyond efficiency. The O.T. Wizard may eventually support industry-wide developmental benchmarks, offering a more affordable and accessible alternative to standardized assessments and reporting.

“We’re building something that can improve the entire field,” Wick concluded.

Advice for Others: Start Small, Dream Big

For organizations exploring Caspio or considering a development partner like Solutions Afoot, Wick offers a simple but powerful piece of advice: start with your vision. “Put it in a spreadsheet,” she said. “Know what you want and then find the right team to build it.”

From the developer’s side, Solutions Afoot values Caspio for its ability to speed up complex projects without sacrificing flexibility or security. It enables them to build everything from quick MVPs to enterprise-grade applications.

“Caspio takes that traditional environment and wraps it all into one platform,” Schuminsky explained. “It cuts down the initial setup time significantly. You can build full-stack apps at a much lower cost without maintaining your own infrastructure.”

At the same time, Roach appreciates Caspio’s adaptability. “Some low-code platforms have limits. You get so far and hit a wall,” he explained. “With Caspio, we can keep growing and building without that ceiling. It evolves as our clients do.”

Whether you’re a healthcare provider, school system or service-based business, the formula is the same: pair your vision with a capable platform and a collaborative partner. With the right combination, you can move from idea to impact, just like the O.T. Wizard.

Ready to build your own custom solution? Start your free Caspio trial today and see how your next digital tool can take shape — without writing a single line of code.