Telehealth with the WebPT EMR

The WebPT EMR supports the documentation and billing of therapy services provided through telehealth.

For the duration of the COVID-19 emergency, Medicare has authorized PTs, OTs, and SLPs to deliver and receive reimbursement for telehealth services. Because commercial payers act independently, we recommend contacting payers directly for information regarding the specific coverage for each client. To learn more about this recent update, click here.

To document and bill for telehealth, you’ll need to complete the following setup steps: 

  1. Verify your Place of Service Clinic Settings.
  2. Determine whether you want to add the Telehealth place of service to the patient’s case or individual notes.
  3. Add the appropriate telehealth CPT® code to the patient note. 
  4. Add additional modifiers to the payer (if using).

1. Verify your Place of Service Clinic Settings

Ensure that the “Allow other users to select a different place of service in the Case and SOAP note” setting is turned On. 

  1. From your clinic drop-down, select Clinic Settings.
  2. Turn On the setting to “Allow other users to select a different place of service in the Case and SOAP note.”

2. Add Telehealth Place of Service: Case/Note

The telehealth place of service code can be selected from the patient’s case or on individual notes. Please consult the payer for their specific guidelines. Let’s review.

Patient Case

If you would like all notes within a case to default to the Telehealth Place of Service, use the Place of Service drop-down to select 02 - Telehealth.

Individual Patient Notes

Designate specific notes as telehealth visits by using the Place of Service drop-down to select 02 - Telehealth. This drop-down appears on the Objective tab for Daily Notes, and on the Billing tab for all other note types.

3. Telehealth CPT® Codes

98966, 98967, 98968, 98970, 98971, and 98972 are telehealth CPT® codes—though not specific to rehab therapy—and should be chosen based on the duration of the telehealth appointment as follows:

  • 98966: 5–10 minutes of telephone assessment and management
  • 98967: 11–20 minutes of telephone assessment and management
  • 98968: 21–30 minutes of telephone assessment and management
  • 98970: 5–10 minutes of online digital evaluation and management
  • 98971: 11–20 minutes of online digital evaluation and management
  • 98972: 21 or more minutes of online digital evaluation and management

Click here to learn more about Telehealth CPT Codes and configuration.

Because these codes may not be reimbursable for services by some payers, we recommend contacting payers directly for information regarding the specific coverage for each patient. 

Add the Telehealth Code as a Custom CPT® Code

Within the billing sheet, enter the appropriate code into the custom code field.

Medicare Standard Services during the Public Health Emergency

The Centers for Medicare and Medicaid Services issued temporary provisions which allow PTs, OTs, and SLPs to be reimbursed for Telehealth services during the COVID-19 emergency. Services that were provided as of March 1, 2020 through the end of the public health emergency are eligible to be billed and reimbursed as telehealth services. This means you are allowed to bill standard codes that are not telehealth specific for Medicare. 

Covered codes include:

  • 97161-97168: Initial evaluations and re-evaluations
  • 97110: Therapeutic exercise
  • 97112: Neuromuscular re-education
  • 97116: Gait training
  • 97535: Self-care/home management training
  • 97750: Physical performance test or measurement
  • 97755: Assistive technology assessment
  • 97760: Orthotics management and training
  • 97761: Prosthetic training, upper and/or lower extremities, initial prosthetic encounter
  • 92521-92524: Speech/language evaluations
  • 92507: Speech/language treatment

Medicare Standard Services POS Codes and Modifiers:

  • Place of Service code that would apply if the service had been furnished in person
  • 95: Synchronous Telemedicine Service Rendered via a Real-Time Interactive Audio and Video Telecommunications System (effective January 1, 2017). The use of this modifier indicates a real-time interaction between a physician—or other qualified healthcare professional—and a patient located at another site.
  • GP, GO, or GN modifier

4. Telehealth Modifiers

Each service submitted for a telehealth visit must have one of the following modifiers appended to the procedure code:

  • 95: Synchronous Telemedicine Service Rendered via a Real-Time Interactive Audio and Video Telecommunications System (effective January 1, 2017). The use of this modifier indicates a real-time interaction between a physician—or other qualified healthcare professional—and a patient located at another site.
  • GT: Via interactive audio and video telecommunication systems. The use of this modifier certifies that the provider was present at an eligible originating site when the telehealth service was rendered.
  • GQ: Via Asynchronous telecommunications system. The use of this modifier certifies that the asynchronous medical file was collected and transmitted to a provider at a distant site (store and forward technologies).
Additional Modifiers in the WebPT EMR

To include these modifiers in your documentation, you’ll need to complete the following steps:  

  1. Add the modifiers in your Company Settings.
  2. Turn on and select modifiers for each applicable payer.
  3. Add the modifier to the appropriate CPT® code when completing the billing sheet.

Click here for complete instructions.

Billing Integrations

Depending on your billing integration, you may need to complete additional steps.

RevFlow

The Telehealth Place of Service and modifiers import automatically with no additional action required on your part. You must send an email to updates@webpt.com containing the price you want to charge for each of the telehealth CPT codes you plan to use. This will allow us to update your RevFlow Procedure Codes list. 

Therabill

You can bill for telehealth services through Therabill using the Telehealth (02) Place of Service.

Kareo

You can bill for telehealth services through Kareo using the 02 - Telehealth Place of Service.

Advanced MD

You can bill for telehealth services through AMD using the TELEHEALTH Place of Service.