Document Portal

The Document Portal allows you to share documentation with third parties, such as physicians, attorneys, and lawyers – securely. Besides, built-in safeguards to ensure that only the intended recipient can access the shared documents, functionality includes document tracking and revocation of documents not yet viewed by the recipient.

The WebPT user will select  Send to Doc Portal from a note in a patient chart and can then select additional documents to include. The recipient will receive an email link that allows them to access the documents.

  • First-time users (the recipients of the documents) will be asked to register with the Document Portal to retrieve documents. 

Note: If this user has already registered in the past, they should not attempt to re-register using the initial link, as this will break the functionality of their existing account. Registration must be completed on a Desktop or Laptop computer. Tablets and Mobile devices can create registration errors.

  • The link sent to the recipient expires in 24 hours, if not accessed during that timeframe.
  • The recipient cannot forward the link to someone else; it is specific to that email address.
  • The recipient must use Firefox or Chrome (not Internet Explorer) to access the portal.
  • If the link expires or breaks because it was forwarded, you can resend the link if it has been more than 24 hours since you first sent it.

Send to Doc Portal

  1. From the Records section of the patient chart, select Send to Doc Portal and click the play button.
  2. In the Address Book that opens:
    1. Use the "Type name or select from list" box to find the name of your contact or use the scrollbar to select one from the recipient list. Click Add Recipients. Repeat to select multiple recipients.
      1. Tip: Use the Add Outside Contact link to send the documents to someone not already in your Contacts list.
    2. Use the "Available documents" drop-down to select additional documents to include and click Add.
    3. Check the list of Included Documents and click Remove if needed.
    4. Type a Message if desired.
  3. Click Send to Document Portal, and you will see confirmation the email was sent.

Document Portal Registration and Login

The following information is helpful to the recipient. Please feel free to copy and paste it into an email you can send to that person.

  1. The recipient(s) chosen will receive an email with a link to WebPT's Document Portal.
  2. When the recipient clicks on View Document for the first time, they will be required to register with the Document Portal.
  3.  After clicking Click here to Register, they will be able to enter their email address, password, and name.
  4. After registering, they will see the WebPT Login Screen when they access the Document Portal.

Accessing Documents

When a recipient logs into the Document Portal, they will see your clinic name and the number of documents you shared with them. If they receive information from other clinics, they will see those clinic names as well.

Instructions for the recipient:

  1. Click on the clinic name.
  2. Patients are listed by name and date of birth with the most recently shared documents at the top of the list. 
  3. To view a document, click on the document name.
  4. A preview screen of the PDF document is displayed; use the PDF toolbar or right-click to download or print the document. Documents must be downloaded one at a time.

Frequently Asked Questions

We want to make sure you have the resources necessary to assist your contacts if they have questions about the Document Portal. With that in mind, we created the following list of frequently asked questions, which also are posted within the Document Portal.

How do I download or print a document?

Because each web browser is different, the easiest way to download or print a copy of your document is to perform the following steps:

  1. Right-click or hold CTRL and left-click on the file you want to access.
  2. Select either Print or Save As.
  3. Follow the prompts on your computer to print or save the document.

If you are using an iPad, touch, and hold the document or image you want to save for about two seconds. Then select Save Image. To print a document from your iPad, please consult Apple Support for different options.

What happens if I forget my password?

If you forget your password:

  1. Go to https://app.webpt.com
  2. Click Forgot Password.
  3. Follow the prompts on the screen.
  4. Check your email for instructions on how to reset your password.

How long do I have access to my documents? Can I delete or archive documents from the Document Portal?

We do not remove or purge documents from the Document Portal, so you’ll always have access to them. Additionally, there currently is no way to delete or archive documents that you no longer need, although we are working to develop this functionality.

Is there an electronic way to sign and return this document to the therapist who sent it to me?

That functionality is not available at this time, although we are researching ways to add this feature. To return a signed document to the therapist, you’ll need to print the document (see above for instructions), sign it, and then return the document to the appropriate therapist.

In my Document Portal, some of the entries in the Date/Time Viewed column read, “Undetermined.” What does this mean?

Prior to releasing enhancements to the Document Portal, the system did not capture viewing time information for sent documents. Therefore, you can only access viewing time information for documents sent with the new “Send to Doc Portal” feature.