Place of Service in WebPT

Important: Members may want to hold off on using the new Place of Service 10 (POS 10) - Telehealth Provided in Patients' Home since some insurance payers are not ready to accept this code. For example, Medicare is currently targeting 4/4/2022. Members should confirm the insurance payer is ready to accept this code before using it. 

While all clinics will see the Place of Service in WebPT, only clinics integrated with the following billing partners will have the information flow from the WebPT EMR to their billing system:

  • Therabill
  • Kareo
  • AMD
  • CMD
  • RevFlow/WebPT Billing
IN THIS ARTICLE

What is the Place of Service?

Place of Service refers to the facility or environment where therapy services were provided. The Place of Service is a required field on the 1500 claim form—located in Box 24B. For WebPT clinics integrated with Therabill, each clinic location can choose which place of service is attached to the claim. Changing this setting is only necessary if the place of service for a clinic location, a patient's case, or a specific visit or date of service is different than the default. The place of service code can be found in Therabill while editing a session, under the Billing & Coding heading.

Hierarchy of Settings for Place of Service

The Place of Service can be updated for either the entire clinic location, a patient's case, or in the patient's note for a specific visit or date of service. 

Clinic Settings

The place of service is adjustable for an entire clinic location. The clinic administrator must perform this action. By making this adjustment for the clinic, all patient cases, and visits/dates of service will default to this place of service. The original default for the clinic is 11 - Office, so if this reflects your clinic, no further action is needed.

To change the place of service default for the entire clinic:
  1. Click on the Clinic drop-down menu, and select Clinic Settings. Please note, only clinic administrators can see this menu.   
  2. Scroll down to the Place of Service heading and use the drop-down to select the correct place of service for the current clinic location. Please note that the default selection for the place of service is 11 - Office.  If this is correct, there is no need to update.         
    Important: If you have the "Allow other users to select a different place of service in the Case and SOAP note" set to Off, users will not be able to update the Place of Service on the Case or Note.
  3. Click Save Settings.                                                                                       
Example of how to use the clinic setting:

Your company has three clinic locations:

  • Jedi Wellness Center- Scottsdale (brick and mortar clinic location; all treatment performed at the clinic)
  • Jedi Wellness Center- Phoenix (brick and mortar clinic location; all treatment performed at the clinic)
  • Jedi Wellness At-Home Rehabilitation (all treatments are performed at patient homes; there is no treatment performed at any physical clinic office)

The Place of Service does not need to be updated for the Scottsdale and Phoenix clinics as the default  11 - Office is correct. For the At-Home Rehabilitation location, the clinic administrator will need to update the Place of Service to 12 - Home, so claims sent will automatically have the correct place of service attached.

Patient's Case

The Place of Service is adjustable for a patient’s case. The setting will default to the selection made in the Clinic Setting. If a patient’s case is typically taking place in a location other than the clinic default, update the case to reflect. This setting will also feed down into the documents for the case.

To change the place of service for a case, in the patient’s chart:
  1. Select Patient Info from the patient's chart.
  2. From the Cases section, choose Edit Case.
  3. Use the Place of Service drop-down to select the Place of Service for future visits in this case.
  4. Press OK on the Case window, and then Save Patient.             
Example of how to use the case setting

Most of the treatment in the clinic takes place in the physical clinic location, therefore, the clinic setting is  11 - Office. One patient, more than often than not, will be seen for their speech therapy at their school and only rarely at the clinic location. The case setting should be updated to 3 - School to reflect this information. When the therapist is documenting, the setting for the place of service within their note will default to 3 - School. If they are seeing a patient at the clinic location for a particular visit though, they can update the setting using the steps in the Document Setting section.

Documentation

The Place of Service is adjustable for each document, or date of service, in a patient’s chart. The setting will default to the selection made in the Case Setting. If a specific date of service takes place somewhere other than the default case location, update the document for that date of service to reflect.

To change the place of service for an individual note:
  1. For Evaluative Notes, choose the correct Place of Service from the Billing tab.
  2. For Daily Notes, choose the correct Place of Service from the Objective tab.
  3. Complete and finalize the note as you regularly would.
Example of how to use the document/date of service setting:

Let’s continue with the example from the case setting. The case setting was set to 3 - School since most of the treatment the therapist would be doing with the patient was planned to be at the school, therefore, the document setting in the note defaults to 3. For a particular visit, the patient comes into the clinic for treatment. For this visit’s daily note, the therapist would select 11 - Office for the note, then complete and finalize as they regularly would.

List of Available Places of Service

Below are the available place of service codes in the WebPT EMR, along with a description of the place of service represented. 

Location Code Location Name Location Description*
02 Telehealth Provided Other than in Patient’s Home (previously 'Telehealth') The location where health services and health-related services are provided or received, through telecommunication technology. The patient is not located in their home when receiving health services or health-related services through telecommunication technology.
03 School A facility whose primary purpose is education
04 Homeless Shelter A facility or location whose primary purpose is to provide temporary housing to homeless individuals
09 Prison/Correction Facility A prison, jail, reformatory, work farm, detention center, or any other similar facility maintained by either Federal, State, or local authorities for the purpose of confinement or rehabilitation of adult or juvenile criminal offenders.
10 Telehealth Provided in Patient's Home The location where health services and health-related services are provided or received, through telecommunication technology. The patient is located in their home (which is a location other than a hospital or other facility where the patient receives care in a private residence) when receiving health services or health-related services through telecommunication technology. Important: Some insurance payers are not ready to accept this code. For example, Medicare is currently targeting 4/4/2022. Members should confirm the insurance payer is ready to accept this code before using it. 
11 Office Location, other than a hospital, skilled nursing facility(SNF), military treatment facility, community health center.
12 Home Location, other than a hospital or other facility, where the patient receives care in a private residence.
13 Assisted Living Facility Congregate residential facility with self-contained living units providing an assessment of each resident's needs and on-site support 24 hours a day, 7 days a week, with the capacity to deliver or arrange for services including some health care and other services.
14 Group Home A residence, with shared living areas, where clients receive supervision and other services such as social and/or behavioral services, custodial service, and minimal services (e.g., medication administration).
15 Mobile Unit A facility/unit that moves from place to place equipped to provide preventive, screening, diagnostic, and/or treatment services.
16 Temporary Lodging A short-term accommodation such as a hotel, campground, hostel, cruise ship, or resort where the patient receives care, and which is not identified by any other POS code.
19 Off Campus-Outpatient Hospital A portion of an off-campus hospital provider-based department that provides diagnostic, therapeutic (both surgical and nonsurgical), and rehabilitation services to sick or injured persons who do not require hospitalization or institutionalization. 
21 Inpatient Hospital A facility, other than psychiatric, which primarily provides diagnostic, therapeutic (both surgical and nonsurgical), and rehabilitation services by, or under, the supervision of physicians to patients admitted for a variety of medical conditions.
22 On Campus-Outpatient Hospital A portion of a hospital’s main campus that provides diagnostic, therapeutic (both surgical and nonsurgical), and rehabilitation services to sick or injured persons who do not require hospitalization or institutionalization.
26 Military Treatment Facility A medical facility operated by one or more of the Uniformed Services. Military Treatment Facility (MTF) also refers to certain former U.S. Public Health Service (USPHS) facilities now designated as Uniformed Service Treatment Facilities (USTF).
31 Skilled Nursing Facility A facility that primarily provides inpatient skilled nursing care and related services to patients who require medical, nursing, or rehabilitative services but does not provide the level of care or treatment available in a hospital.
32 Nursing Facility A facility that primarily provides to residents skilled nursing care and related services for the rehabilitation of injured, disabled, or sick persons, or, on a regular basis, health-related care services above the level of custodial care to other than individuals with intellectual disabilities.
34 Hospice A facility, other than a patient's home, in which palliative and supportive care for terminally ill patients and their families are provided.
49 Independent Clinic A location, not part of a hospital and not described by any other Place of Service code, that is organized and operated to provide preventive, diagnostic, therapeutic, rehabilitative, or palliative services to outpatients only.
53 Community Mental Health Center A facility that provides the following services: outpatient services, including specialized outpatient services for children, the elderly, individuals who are chronically ill, and residents of the CMHC's mental health services area who have been discharged from inpatient treatment at a mental health facility; 24 hour a day emergency care services; day treatment, other partial hospitalization services, or psychosocial rehabilitation services; screening for patients being considered for admission to State mental health facilities to determine the appropriateness of such admission; and consultation and education services.
62 Comprehensive Outpatient Rehabilitation Facility A facility that provides comprehensive rehabilitation services under the supervision of a physician to outpatients with physical disabilities. Services include physical therapy, occupational therapy, and speech pathology services.
71 Public Health Clinic A facility maintained by either State or local health departments that provides ambulatory primary medical care under the general direction of a physician.
99 Other Place of Service Another place of service not identified above.

*This information was obtained from Medicare’s website.

Did this answer your question? Thanks for the feedback There was a problem submitting your feedback. Please try again later.