Patient Outcomes Intake

The WebPT Patient Outcomes Intake feature provides three methods to stage a patient’s outcomes questionnaire before the appointment, allowing the therapist to select the finished outcome measurement questionnaire while completing an evaluative note on the patient. Alternatively, Outcomes can be completed during an evaluative note in the Objective tab.

Note: Patient Outcomes Intake is available with our paid WebPT Outcomes product. 

Review the method you want to use, by clicking the link.

  • Kiosk Mode: The patient uses a clinic device (such as a tablet) to fill out the questionnaire at the clinic, before the appointment.
  • Fill Out Now: Clinic staff transcribes the patient's answers in the questionnaire on the patient's behalf.
  • Send to Patient: The patient receives an email with instructions for completing the questionnaire at home before the appointment.

OMT Options and Questionnaire Types

The following OMT options and questionnaire types are available:

OMT Options

Questionnaire Types

  • Initial Examination: Contains the outcome questionnaire and a pain scale. It will be staged for the patient’s Initial Examination and should be completed before the patient’s initial visit.
  • Follow-Up: Contains the outcome questionnaire, a pain scale, and patient satisfaction questions. It will be staged for a patient’s Progress Note or Re-Examination. It can be used for any evaluative visit occurring after the patient’s initial visit but before the patient is discharged.
  • Discharge: Contains the outcome questionnaire, a pain scale, and patient satisfaction questions. It will be staged for Discharge, and it should be completed just before the patient’s last visit.

Patient Satisfaction Questions

If you want to ask the patient to complete satisfaction questions and you do not see them in the questionnaire, check your clinic settings. Patient satisfaction questions can be set to require completion.

Kiosk Method

Kiosk Mode allows patients to fill out their questionnaires in the clinic waiting room using a mobile device such as a tablet or laptop. From a patient’s chart, select an Outcomes Questionnaire and Type to generate a unique code. Then, enter this code on the WebPT Intake Portal website ( https://intake.webpt.com) to pull up the selected questionnaire.

To protect patient data, ensure you are not logged into WebPT on the device you provide to the patient. We recommend bookmarking the above URL so you—or another staff member—can easily enter the unique code and hand the device to the patient. Once the patient completes his or her questionnaire, the therapist can select the appropriate staged outcome in the Objective tab of any evaluative note (e.g., Initial Exam, Progress Note, Re-Exam, or Discharge).

Prepare Kiosk Mode for the Patient

  1. To begin staging an outcome, go to the patient’s chart.
  2. In the Patient Record Actions drop-down, select Add Outcome. Click the play button.
  3. Select Kiosk and click Next
  4. Select the appropriate Outcomes Questionnaire and Type, and click Generate Code.     
  5. The Kiosk Code will be generated. Click OK.
  6. On the device that will be given to the patient, open the website: https://intake.webpt.com. Ensure you are NOT logged into WebPT on the device given to the patient to protect all patient data. We recommend bookmarking the URL so the unique code can easily be entered and handed over to the patient to fill out.
  7. From the WebPT Intake Portal page, enter the PIN and click Continue.               
  8. The questionnaire will open in a new window. Once completed, the patient clicks Submit and will see a "Thank you!" message to indicate successful submission.

Outcome is Staged and Ready for Selection by Therapist

Once the questionnaire is completed by the patient, it will appear on the patient’s chart under the section  Outcome Intake Records, located just above the patient’s Records.

When the therapist is in the next evaluative note (Initial Examination, Progress Note, Re-examination, or Discharge), under the Objective tab in the Outcome Measurement Tool section:

The therapist can complete the note as usual.

Fill Out Now Method

Clinics can use the Fill Out Now method to input questionnaires that patients complete on paper before their appointments. Be sure to print out the correct OMT form from the Tools section, taking care to match the form to the note type. Once the patient completes the form:

  1. Access the patient’s chart.
  2. Select the questionnaire and type.
  3. Manually enter the information.
  4. Upload a copy of the patient’s responses to eDoc and destroy the original paper form.

Once the patient completes the questionnaire—and his or her answers have been transcribed into the chart—the therapist can select the appropriate staged outcome within the Objective tab of any evaluative note (e.g., Initial Exam, Progress Note, Re-exam, or Discharge).

Getting Started with Fill Out Now

Once you have collected the patient’s completed paper questionnaire, stage the outcome in the patient’s chart using the following steps:

  1. In the Patient Record Actions drop-down, select Add Outcome. Click the play button.
  2. Select Fill out now and click Next
  3. Select the appropriate Outcomes Questionnaire and Type, and click Go to Survey.     
  4. The selected questionnaire will open in a new window. Transcribe the patient’s information into the questionnaire.
  5. Click Submit and you will see a "Thank you!" message to indicate successful submission.
  6. Finally, ensure that you upload the patient’s original document as an eDoc and destroy the original paper to protect patient data.

Outcome is Staged and Ready for Selection by Therapist

Once the questionnaire is submitted, it will appear on the patient’s chart under the section Outcome Intake Records, located just above the patient’s records.

When the therapist is in the next evaluative note (Initial Examination, Progress Note, Re-examination, or Discharge), under the Objective tab in the Outcome Measurement Tool section.

The therapist can complete the note as usual.

Send to Patient Method

The Send to Patient method generates an email link that allows a patient to digitally complete the questionnaire any time before his or her appointment. From the patient’s chart, select the email, questionnaire, and type to generate a unique link that will open the selected questionnaire.

Important: The patient's unique link will expire after 48 hours and will result in an Invalid Pin error message. The OMT will need to be resent following the steps below.

Once the patient completes his or her questionnaire, the therapist can select the appropriate staged outcome in the Objective tab of any evaluative note (e.g., Initial Exam, Progress Note, Re-Exam, or Discharge).

Getting Started with Send to Patient
Before staging an outcome, ensure that the patient has an email address listed in Patient Information.

  1. From the patient chart, select Patient Info. From the Address box, select the Contact Info tab.
  2. Select Add Contact.                                                                              
  3. Verify email address or add an Email Contact Type. Scroll down and click Save Patient before returning to the Chart.          
  4. Next, to begin staging an outcome, go to the patient’s chart.
  5. In the Patient Record Actions drop-down, select Add Outcome. Click the play button.
  6. Select Send to patient and click Next.
  7. Select the email address, Outcomes Questionnaire, and Type, and click Send. If an email address is not displayed, update the contact information in the Patient Info section as outlined above. 
  8. A pop-up stating the email was successfully sent will be displayed.
  9. The patient will receive an email with the subject "Patient Intake Invitation from <Clinic Name>". The patient clicks Click here to complete your Patient Registration.    
  10. The questionnaire will open in a new window. Once completed, the patient clicks Submit and will see a "Thank you!" message to indicate successful submission.
    1. Note: The unique PIN within the patient email will expire 48 hours after sending. If the patient attempts to complete their intake after this timeframe, they'll receive the following error message.
    2. To resolve, you'll need to resend the intake invite to the patient following the steps above.