At a Glance Alerts

On your Dashboard, the At a Glance section tracks and alerts you to incomplete patient, physician, and insurance profiles; documentation tasks such as authorizations and prescriptions needed; and Medicare compliance requirements. Front office staff and therapists can monitor this list to ensure they are completing the necessary work. Some of the alerts are specific to the user, and some alerts include information for the entire clinic, as such your alerts list may be different than other users in your clinic.

CLICK ON THE ALERT BELOW TO LEARN HOW IT'S GENERATED AND HOW TO RESOLVE IT

Pending Patient Intakes

How it's generated:

A patient has replied to the  Patient Intake email. This begins the Add Patient process, and you’ll reach out to them to complete the process.

How to resolve it:

If you have already added a patient to the Patient Manager, and you use  Pending Patient Intakes to add another profile, the system will not alert you to the duplicate patient profile.

First, search for names in the Patient Manager before adding a new profile. Then, click on each name on this list. If the patient already has a profile, click Delete Patient.

If this is a new patient, use the phone number or email they’ve provided to request personal, insurance, and case information. You have to complete the patient profile completely to save it.

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Incomplete Patient Records

How it's generated:

A patient profile was added via Quick Add Patient instead of Add Patient. The Quick Add Patient feature is useful for rapid scheduling with limited information; however, you must complete the patient profile prior to starting documentation.

How to resolve it:

Click  Edit next to the patient’s name, and enter the missing details: address; insurance policy info; and any missing case info. Click Save Patient. You have to complete the patient profile completely to save it.

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Incomplete Physician Records

How it's generated:

A physician profile was added via Quick Add Patient or from the Patient's case instead of Add Physician.

How to resolve it:

Verify this is not a duplicate physician profile by searching the Physician Manager; then, click  Edit next to the physician's name, fill in the missing required details, and save. If this is a duplicate physician, you’ll need to edit the patient’s chart to include the correct referring physician, and then make the duplicate Inactive. To inactivate: edit the physician, change the status to Inactive; fill in the missing required info, and save.

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Needs Progress Note

How it's generated:

There is a  Progress Note Alert on the patient chart. For Medicare patients, PNs are required every 10 visits. For non-Medicare patients, PNs are required every 10 visits or 30 days, whichever comes first.

How to resolve it:

The treating therapist must complete a PN.

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Needs New Authorization

How it's generated:

An Authorization has expired by visit count.

How to resolve it:

Click  Edit to the right of the patient name to open Patient Info. Scroll down to the Case box, and use the Authorization Manager to add a new authorization to the case that requires it. Click Save Patient.

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Fax Alerts

How it's generated:

An outbound fax (any document sent via fax from WebPT) failed.

How to resolve it:

Verify that the fax number on the receiving profile (i.e., physician or contact) is correct. If correct, click  Re-fax to send again. If incorrect, correct the number in the profile and re-fax from the patient chart.

If the receiving party has a high volume of incoming faxes, send the fax earlier or later in the day. If the fax is too large, break it into multiple smaller documents.

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Ending Authorizations

How it's generated:

An authorization will expire within 2 weeks.

How to resolve it:

Clicking the alert opens the full  Ending Authorizations Report. Click the Auth Mgr link on the right to open the authorization screen for that patient and case. Add a new authorization or edit an existing one, and click Save. Make sure the dates of multiple authorizations do not overlap.

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Expired Authorizations

How it's generated:

An Authorization has expired by end date.

How to resolve it:

Clicking the alert opens the full  Ending Authorizations Report. Click the Auth Mgr link on the right to open the authorization screen for that patient and case. Add a new authorization or edit an existing one, and click Save. Make sure the dates of multiple authorizations do not overlap. 

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Expired Plans of Care

How it's generated:

The patient's plan of care has expired. There is a Plan of Care expired alert on the patient's chart, and you will not be able to add additional daily notes for dates after the expiration.

How to resolve it:

The therapist will need to complete a  Progress Note and establish the new plan of care dates. Alternatively, you may complete a quick discharge if the patient is no longer being treated. 

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Expiring Plans of Care

How it's generated:

The plan of care is expiring in 'X' number of visits or days. The number is determined by the plan of care alerts company setting.

How to resolve it:

Let the therapist know they will need to complete a progress note and establish the new plan of care dates. 

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Ending Prescriptions

How it's generated:

The prescription is expiring in 'X' number of visits or days. The value of "x" is designated in the Clinic Settings.

How to resolve it:

Select each patient name and update prescription in the patient chart through Patient Info.

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Expired Prescriptions

How it's generated:

There is a  Prescription Expired Alert on the patient chart. The prescription end date has passed.

How to resolve it:

After obtaining a new prescription for the patient, access their chart, edit their case, and do either of the following:

  • Update the end date to the existing prescription, or
  • Add a new prescription with a later end date.

This new/updated prescription will now display on the patient’s chart. Make sure the dates of multiple prescriptions do not overlap.

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Incomplete Documents

How it's generated:

A therapist or therapist assistant has opened a SOAP note.

How to resolve it:

Finalize all open notes.

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Incomplete Cosign Docs

How it's generated:

Therapists who have notes forwarded to them for review and finalizing will see this alert. Notes must be accessed from this alert when finalizing; if the therapist accesses the note from the patient chart, forwarding information will not be included in the note.

How to resolve it:

By clicking on the alert, you will be brought to the list of patients with incomplete cosign documents. Select the desired patient and you will be directed to the patient’s chart. Once in the patient's chart finalize the cosign document to remove the alert.

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Pending Discharges

How it's generated:

A clerical user or therapist has re-opened a discharged case. This sets the Finalized Discharge Note in the case to  Pending status and allows therapists to add missing documentation before the Discharge DOS.

How to resolve it:

Go to the patient’s case, click the  Patient Record Actions drop-down, and select Discharge Case; hit the play button. This is not a clinical action, so after determining that all past notes are complete in this case, any user can do this.

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