Workflow Practice Exercises

This exercise provides everything you need to practice setting up physicians, insurances, and patients, and completing an IE in WebPT, for both a Medicare and non-Medicare patient. Follow the tasks in order to understand the correct workflow for entering information into WebPT and then documenting on patients. 

The correct workflow for entering information into WebPT is:

• Enter Insurance Information
• Enter Physician Information
• Enter Patient Information

Task 1 Add Insurances

Create 2 insurance companies in the Insurance Manager. Not every field will be filled out; this exercise is to show you how information carries through the software.

Insurance 1

• Type: Medicare
• Name: Red Tape Insurance
• Phone: 555-867-5309
• Fax: 555-864-5308
• Address: 123 Main St. Phoenix, AZ 85004

Insurance 2 

• Type: Commercial
• Name: Everything Bagel Insurance
• Phone: 555-867-5309
• Fax: 555-864-5308
• Address: 456 WebPT Ave., Phoenix, AZ 85004

Task 2 Add Physicians

Create 2 physicians in the Physician Manager. Not every field will be filled out; this exercise is to show you how information carries through the software. 

Physician 1

• Dr. Type: MD
• Send Preference: Fax
• Name: Marcus Welby
• NPI: 9999999995
• Phone: 555-867-5309
• Fax: 666-864-5308
• Address: 123 WebPT Ave., Phoenix, AZ 85004
• Email: marcuswelbymd@webpt.com

Physician 2 

• Dr. Type: MD
• Send Preference: Email
• Name: Doogie Howser
• NPI: 9999999995
• Phone: 555-867-5309
• Fax: 555-864-5308
• Address: 456 WebPT Ave., Phoenix, AZ 85004
• Email: drdoogieh@webpt.com 

Task 3 Add Patients

Create 2 patients in the Patient Manager. Not every field will be filled out; this exercise is to show you how information carries through the software.

If you prefer, use diagnosis codes and narrative that reflects the treatment you provide to patients.

Patient 1, Medicare

Patient Info

• Name: Donald Duck
• Nickname: Donnie
• Gender: Male
• Birthdate: 01/01/1947

Add Address/Contact

• Home Address: 123 WebPT Ave., Phoenix, AZ 85004
• Contact: Phone: 555-867-5309 - set as Mobile, and set Appointment Reminders to Text Message

Add Insurance

• Select Medicare
• HICN: MC88888
• Policy Dates: set to January 1 to December 31 of the current year
• Copay/Coinsurance: select Copay and enter $30
• Set Prior Existing OT and PT/SLP Treatment: $100 in Approximate dollar amount for PT/SLP Treatment

Add Case

• Title: Lumbago 2019
• Primary Insurance: Medicare
• Diagnosis Code: M54.41, Lumbago with sciatica, right side
• Related Cause: None of the Above
• Referring Physician: Dr. Marcus Welby
• Assigned Therapist: select any name
• Additional Info: Type in "Patient is hard of hearing"
• Authorization Required: Yes

               Auth Visits: 10
               Effective Start: enter date of IE
               Effective End: enter date 90 days past date of IE

• Click the Save Patient button

After saving, you will see the patient chart. Please become familiar with where to find:

• Patient information - date of birth, age, address, phone number
• Case information - therapist, physician, insurance, diagnosis code
• Visit tracking - visits in case, visits in an active episode of care, visits until an evaluative note, authorized visits by count, authorization expiration date, cancelations, and no shows for appointments
• Additional Info - entered into the case (Patient is hard of hearing)
• Medicare Threshold - shows threshold for the calendar year and previous amount spent on Medicare visits

Patient 2, Non-Medicare

Patient Info

• Name: Minerva Mouse
• Nickname: Minnie
• Gender: Female
• Birthdate: 07/04/1978
• Other Info: Type in "Patient will pay every two weeks, not at every session"

Add Address/Contact

• Home Address: 123 WebPT Ave., Phoenix, AZ 85004
• Contact: Phone: 666-666-666
• Email: mmouse@webpt.com
• Appointment Reminders: check box

Add Insurance

• Everything Bagel
• Subscriber ID: 7777777
• Visits Allowed: 24
• Policy Dates: set January 1 to December 31 of the current year
• Copay/Coinsurance: select Coinsurance and enter 80%
• Insured Party: select Spouse, enter spouse info including birthdate 03/06/1983, click Copy Address From Patient button

Add Case

• Title: R Knee
• Primary Insurance: Everything Bagel
• Diagnosis code: S83.511A, Sprain of anterior cruciate ligament of the right knee, initial encounter
• Related Cause: Sports Injury
• Referring Physician: Dr. Doogie Howser
• Assigned Therapist: select any name
• Other Info: Type in "Prior surgery on left knee"
• Record Prescription: Yes

               Start Date: date of IE
               End Date: 30 days from date of IE
               Number of Visits: 4

• Click the Save Patient button

After saving, you will see the patient chart. Please become familiar with where to find:

• Patient information - date of birth, age, address, phone number
• Case Information - therapist, physician, return to doctor date, insurance, diagnosis
• Visit tracking - visits in case, insurance policy visits allowed, insurance policy expiration date, cancels and no shows
• Other Info - entered into Patient Info (Patient will pay every two weeks, not at every session)
• Additional Info - entered into the case (Prior surgery on left knee)

Task 4 Initial Exam for Medicare Patient

Document on Medicare patient Donald Duck. Not every field will be filled out; this exercise is to show you how information carries through the software.

If you prefer, use diagnosis codes and narrative that reflects the treatment you provide to patients.

Open an Initial Examination and enter the following information on each tab.

Subjective Tab

• Date of Initial Examination: 3/8/2019
• Diagnosis and Treatment Diagnosis Code: M54.41, Lumbago with sciatica, right side
• Injury/Onset Date/Change of Status Date: 1/16/2019
• History of Present Condition/Mechanism of Injury: Acute low back pain
• Primary Concern/Chief Complaint: Pain radiates down right leg after long car trips
• Medical History Review: select Moderate Complexity
• Current Medications: note that the patient is taking Ibuprofen, 800mg, three times per day, orally

Objective Tab

• Select Examination Profile: select the Lumbar/Pelvis profile
• Add Tests: search on the knee and select Meniscal Integrity Knee (Special Tests)
• In the Outcome Measurement Tools section:

               Select the Yes radio button for Spine
               Select the Yes radio button for the Oswestry Low Back Pain
               Click the Show Test link
               Enter answers and click Calculate Total

• Observation:

               Select the Yes radio button for Gait
               Select any descriptor

• In the Special Tests section, scroll to the last test above Additional Comments to find the Meniscal Integrity Knee test:

               McMurray's Click: select Yes and Positive for Right

Assessment Tab

• Assessment/Diagnosis: The patient presented with acute pain and episodic shooting pains. Sciatica aggravated by long periods of long-distance driving.
• Select the checkbox for Patient Demonstrates Compliance with Prescribed HEP
• One Suggested Problem and one Suggested Goal will populate:

               Add a second problem.
               For the first goal, select Short or Long Term, enter Duration and leave Goal Met at N/A.
               Add a second goal, select Short or Long Term, enter Duration, and leave Goal Met at N/A.

Plan Tab

• Create Plan of Care Document: select checkbox
• Medicare Certification: Enter frequency and duration. Dates will auto-populate based on the duration you select.

• Treatment to be provided:

               Procedures: select Therapeutic Exercises and Manual Therapy
               Modalities: select Pain Relief and Ultrasound/Phonophoresis

Billing Tab

• Untimed Codes: select PT Moderate Complexity (recommended due to selections on Subjective and Assessment tabs) and enter 30 Minutes.
• Direct Time Codes:

               Enter 1 unit for Therapeutic Exercise and enter 12 Minutes. Add narrative if desired.
               Enter 1 unit for Manual Therapy and enter 16 Minutes. Add narrative if desired.

• Times for Total Direct Minutes and Total Treatment Minutes will auto-populate.
• Objective Findings - Limited range of motion and atrophy. Note: information entered here will show under Objective on the PDF, and you can import it, if desired, into the next Daily Note.
• Select Preview at the bottom of the tab to preview the note.
• Click Finalize Document

Note in the chart:

• Medicare Threshold - PT/SLP Used/Remaining YTD: shows increased dollar amount

Task 5 Initial Exam for Non-Medicare Patient

Document on non-Medicare patient Minerva Mouse. Not every field will be filled out; this exercise is to show you how information carries through the software.

If you prefer, use diagnosis codes and narrative that reflects the treatment you provide to patients.

Subjective Tab

• Date of Initial Examination: 3/14/2019
• Injury/Onset Date/Change of Status Date: 3/10/2019
• Diagnosis and Treatment Diagnosis code: S83.511A Sprain of anterior cruciate ligament of the right knee, initial encounter.
• Medical History: No Known Significant PMH To Affect Treatment
• Medical History Review: Low Complexity
• Patient Goals: relieve pain and walk normally

Objective Tab

• Select Examination Profile: select the Knee profile.
• Add Tests: search on the ankle and select Passive Joint Mobility (Special Tests)
• In the Outcome Measurement Tools section:

               Select the Yes radio button for Pain
               Select the Yes radio button for the Pain Disability Index
               Click the Show Test link
               Enter answers and click Calculate Total
               Pain Follow-up Plan: P.R.I.C.E. protection, rest, ice, compression, elevation

• In the Special Tests section:

               Select the Yes radio button for Ligament Integrity Knee
               Select the Yes radio button for Lachman's
               Select Negative for Left and Positive for Right

• In the Special Tests section: find the test you added Passive Joint Mobility - above additional comments

               Select the Yes radio button for Long Axis Distraction
               Select Normal for both

Assessment Tab

• Assessment/Diagnosis: While playing soccer, the patient twisted their knee and felt a sharp pain.
• Patient Clinical Presentation: select Low Complexity
• Select the checkbox for Patient Demonstrates Compliance with Prescribed HEP
• One Suggested Problem and one Suggested Goal will populate.

               Add two problems and goals
               For the first goal, select Short or Long Term, enter Duration and leave Goal Met at N/A.
               Add a second goal, select Short or Long Term, enter Duration, and leave Goal Met at N/A.

Plan Tab

• Create Plan of Care Document: select checkbox
• Enter frequency and duration for the plan.
• Add Physician Signature Request to this Note: select checkbox
• Treatment to be provided:

               Procedures: select Therapeutic Exercises and Manual Therapy.
               Modalities: select Pain Relief and Ultrasound/Phonophoresis.

Billing Tab

• Include Daily Note with this Initial Examination: select checkbox
• Untimed Codes: select PT Low Complexity
• Direct Time Codes:

               Enter 1 unit for Therapeutic Exercise. Add narrative if desired.
               Enter 1 unit for Manual Therapy. Add narrative if desired.

• At the bottom of the right column, look for Non-charge and check the box labeled No Charges This Visit under.
• Objective Findings - ACL sprain. Note: information entered here will show under Objective on the PDF, and you can import it, if desired, into the next Daily Note.
• Select Preview at the bottom of the tab to preview the note.
• Click Finalize Document