WebPT EMR | Add a Patient (Manual Method)
  • 11 Mar 2024
  • 15 Minutes to read
  • Dark
    Light
  • PDF

WebPT EMR | Add a Patient (Manual Method)

  • Dark
    Light
  • PDF

Article Summary

Overview

The WebPT EMR requires the creation of a patient chart and completion of the patient's demographics, contact information, insurance information, and case information before starting the patient's treatment and documentation.
 

With several patient entry methods available it may be difficult to decide when to use each method available in the WebPT EMR. In addition, if the patient information is incomplete, you will receive an Incomplete Patient Record alert requiring you to Edit the Patient Info in the Patient's chart. Discover how to Edit Patients.
 

With the Manual Add Patient Method you can review and complete every detail for a patient before they arrive for their first visit or edit any missing entries if you're using the Quick Add or Send Intake methods.
 

Quick Add Patient

The Quick Add method allows you to quickly create patients and get them scheduled without a complete patient profile.
 
However, for Members with WebPT Billing, Therabill, or another billing integration we recommend using the Prevent Note Finalization setting so therapists can't finalize notes for patients with incomplete profiles until the patient information is complete. This ensures only complete patient records flow into your billing integration, preventing billing errors and delayed claims.
 
We only recommend enabling Quick Add if your practice has strong patient information collection workflows, otherwise, your therapists may not be allowed to finalize notes in a timely manner. Discover more about enabling Quick Add.

 


WebPT EMR | Basic Patient Demographics

The WebPT EMR stores and maintains basic Patient Demographics in the Patient Info section of the Patient Chart: First Name, Last Name, Preferred Name, Pronouns, Sex, Date of Birth, Language Preference Marital Status, and Employer Name. You'll also see additional tabs for Address, Insurance, Case (Episode of Care), and Clinic.
 

Much of this information can be completed using the Quick Add Method or Patient Intake Method. These methods do not always complete the patient information needed for treatment to begin.

Missing Required Information Alerts

If you are missing any required information for a new patient, you will receive an alert explaining which areas are incomplete. Discover more about Incomplete Patient Record Alerts.

 
The instructions below cover the various areas within the patient chart in detail.

Click the arrow or colorblock below to discover more.



WebPT EMR | Add Patient Method (Comprehensive Entry)



Add Patient Info/Demographics

WebPT EMR | Add Patient Demographics

 

  1. Click Add Patient from the Patient Manager menu.
    EMR_Patient Manager Menu_Add Patient

  2. Complete all the required Patient Info fields: Status (defaults to active), First Name, Last Name, Sex, Date of Birth, Language preference (defaults to English), Is Guarantor (defaults to Yes for adults and No for minors), and Custody Status (when using the Habilitative Profile).
    EMR_Patient Manager_Patient Info_Add Patient Info

    Using Habilitative Profiles
    • The WebPT EMR automatically identifies patients under 18 using the Date of Birth field and provides the option to use the Habilitative Profile.

    • When using the Habilitative Profile, changes are made to documentation fields:

      Documentation FieldRemovedAdded
      ProblemsYes
      GoalsYes
      Date of OnsetYes
      Areas of ConcernYes
      Goals (Assessment tab)Yes
      Date of DiagnosisYes
      PregnancyYes
      Birth History (Subjective tab)Yes
    • If the patient is a minor

      • The Employer Name field changes to Parent/Guardian
      • The Is Guarantor field cannot be changed
    • In some situations, you may need to determine if the patient should be treated as an adult vs. a child and how you will use documentation notes in the patient record.

      • For example, a 6 yr old patient who needs speech therapy or a 17 yr old who needs PT for an ACL tear. You might treat the 17 yr old as an adult rather than a true pediatric patient.
      • Selecting Use a Habilitative Profile? Sets up the SOAP notes with a pediatric medical history and F.O.R. details. Note: if the front office is not comfortable with making this assessment, the provider can complete it later.


Add Patient Address

WebPT EMR | Add Patient Addresses

 

  1. Click Add Address from the Addresses tab and add at least one Address for the Patient.
    EMR_Patient Manager_Patient Info_Add Address

  2. Fill in the required fields including Address Type, Address1, City, Postal Code, State/Province, and Country.

  3. Use the Additional Info field for any notes such as a seasonal residence location and/or the dates the patient resides at the address.

Address Notes
  • United States (US) addresses must include a 5 or 9-digit Postal Code (Zip Code)
  • Addresses outside the US have no validation requirements
  • If multiple addresses are added you need to select at least one address as primary (Set As Primary). A single address entry will be the Primary.
  • Avoid leading and ending spaces, extra spaces may cause integration failure.
  • If necessary you may add another address or Edit an existing one.
  • Therabill and WebPT Billing: Only Addresses marked as Primary flow over.
  • WebPT Billing: A 9-digit Postal Code is required for : (1) Medicare Patients, (2) DME Patients, and (3) Patients treated at home.


Add Patient Contact

WebPT EMR | Add Patient Contact Information

Phone or email Patient Contact information is vital to many of the functions in your clinic, the WebPT EMR and any integrations you may use.
 

WebPT EMR + Reach

For Members who use Reach, email collection is especially important. We recommend collecting your patient’s email address during the intake or scheduling process, because Reach can only send messaging to that address (and/or mobile phone field) if it exists in the system. Adding this information as early as possible streamlines the process and ensures a smooth patient experience.

 

You can add as many phone numbers or email addresses as necessary. You should check the Set as Primary option if you have multiple contact methods entered. If you only have one contact method entered, it defaults to primary.
 

Required Contact Info

At least one form of contact is required, such as a phone number or email address. Members using the Keet Data Feed should add a valid email address to allow for patient enrollment and accurate workflows in Keet.

 

  1. Click Add Contact on the Contact tab and add at least one form of contact for the patient.
    EMR_Patient Manager_Patient Info_Add Contact

  2. Select the Contact Type from the dropdown.
    EMR_Patient Manager_Patient Info_Contact Info_Phone_Required

EMR_Patient Manager_Patient Info_Contact Info_Email_Required

  1. Check Set as Primary if the Contact type is the patient's primary contact.
  2. Enter the patient's phone number or email address and click Ok. The contact information should be listed under the contact tab. You can click the edit icon to update this information at any time.
     
Contact Notes
  • Phone numbers require the Contact Type, Phone Type, and Phone Number.
  • Choosing the appropriate phone type, in particular Mobile phone types, is especially helpful for various WebPT Integrations, such as Reach.
  • Email addresses require the Contact Type and Email.
  • Use the Additional field for notes, or to note the best time to call or contact the patient.


Add Patient Identifications

WebPT EMR | Add Patient Identifications

If your clinic uses or records Patient Identifications such as a Driver's License, Social Security Number, or Alternative Patient Identification these identification types can be added to the Identifications tab.
 

Identification Notes
  • Often these identifications are filled in from other sources.
  • Inbound integrations populate an ID Type of MRN with an ID # that cannot be changed.
  • Driver’s licenses and Social Security Numbers are often pulled from eDocs and may result in double-entry or redundancy.
  • Alternate Patient IDs may automatically be generated from inbound patient integrations or may be used based on clinic preferences. Discover more about Alternate Patient IDs.
  • WebPT Billing: If you do not include the patient’s Social Security Number, this field generates as 999999999 in WebPT Billing.

 

  1. Click Add Identifications from the Identifications tab.
    EMR_Patient Manager_Patient Info_Add Identification

  2. Choose the ID Type from the drop-down.
    EMR_Patient Chart_Identifications_ID Type.png

  3. Enter the ID# and complete any of the additional fields, then click OK.
    EMR_Patient Info_Identifications_New Identity_ID.png



Add Patient Insurance

WebPT EMR | Add Patient Insurance

 

  1. Click Add Insurance from the Insurance tab to add the patient's Insurance to their chart.
    EMR_Patient Manager_Patient Info_Add Insurance tab

  2. Type the insurance name into the Insurance name field or use the pre-built selection of Self-Pay for cash-based patients. Then select the radio button that matches the patient’s insurance payer plan from the list. If a patient's insurance plan is not listed, ensure it is added to the EMR.
    EMR_Add Patient Insurance_New Insurance_Insurance List.png

  3. Click Next.

  4. Enter the Policy Information details, including the required Subscriber ID/MBI.
    EMR_Patient Manager_Add Edit Patient_Edit Patient Insurance.png

    StepFieldDetails
    aGroup and Subscriber ID/MBIMembers integrated with a billing application should be aware the following fields have character limits—Group (15 characters) and Subscriber ID/MBI (20 Characters).
    bVisit Reset DateUse this feature to update the number of visits allowed by the patient's policy, restart the visit count, or adjust when the visit count starts for the patient.
    cCopay/CoinsuranceEntering this information helps prompt for payments during appointment check-in as well as providing visibility of patient responsibility.
    dDeductibleThis is not auto-calculated. Check the Deductible Met checkbox, if the Deductible has been Met.
    eInsured PartyThe policyholder, not the individual responsible for paying any outstanding patient balance. This defaults to Self for everyone over 18. If you change the insured party to something other than Self, the system prompts you to enter the insured party details.
    fSummary of Financial ResponsibilityAdd an optional summary of the patient's insurance benefits (i.e. Deductible remaining or Copay). This information also appears on the printed Patient Demographics attestation.
  5. Enter the Prior Existing Treatment if Medicare is selected as the insurance. You have the option of entering the dollar amounts the patient has received for prior OT and PT/SLP treatment, respectively. This information is used to alert you when you might need to use the KX modifier. Click Next to continue.
    EMR_Insurance_Medicare Prior Existing Treatment.png

  6. Enter the Guarantor Information if the person financially responsible for payments is someone other than the patient. Click Ok to save the new Insurance.

    The Guarantor must be at least 18 years old.

    EMR_Insurance_Guarantor Information.png

    AdvancedMD Integration

    If the Insured Party or Guarantor is another patient—or listed as the Insured Party or Guarantor on another patient—the information entered on each patient chart must match exactly to avoid any Claims Feed Report errors. This information is case-sensitive (i.e., lowercase and capital letters).
    For example, if you enter the First Name, Last Name, Date of Birth, and SSN for the Guarantor, then you must enter the same information (First Name, Last Name, Date of Birth, and SSN) when they are listed as the Guarantor on any other patient.

  7. After adding new insurance, it is essential to apply the insurance to a specific case. Discover more about Adding a case.

Worker's Compensation and Auto/PIP Types
  • For Worker's Compensation Insurance Types there are several required fields including the Employer's Name. You must also enter the patient's Social Security Number in the Subscriber ID field.
    EMR_Patient Manager_Patient Info_Case_Workers Comp Insurance Type

  • For Auto/PIP Insurance types the Auto Claim or Casualty Number is required.

  • Discover more about adding the patient's insurance.
    EMR_Patient Manager_Patient Info_Case_Auto PIP Insurance Type



Add Patient Case

WebPT EMR | Add the Patient Case Information

You'll need to add Patient Case information for new patients and any additional episodes of care.
 

Add a New Case Outside of a New Episode of Care

There are also some additional circumstances and scenarios that require you to add a new patient case:

 

  1. Click Add Case from the Case tab to add a case to the patient's chart.
    EMR_Patient Manager_Patient Info_Add Case

  2. Fill in all the required fields:
    EMR_Add Case detail.png

    FieldField Info
    Case TitleDescription of the case.
    Primary InsuranceName of the Patient's Insurance payer
    Place of ServiceThis default varies based on your Place of Service Clinic Settings
    Related CauseThis selection may impact available fields in your documentation. Discover more about accident-related causes
    Referring PhysicianPatient's referring physician
    Primary Treatment ClinicDepends on Referral Clinic Setting
    Marketing Referral ContactDepends on Referral Clinic Settings
    Assigned TherapistRequired, but does not limit the ability of the patient to be seen by another therapist
    Secondary Payer CodeWhen Medicare-type insurance is listed as the Secondary Insurance

 

Related Cause

WebPT Billing and Therabill: Only four reasons directly correlate to selections in the Related Cause section

  • Auto Accident (At Fault/No-Fault) - Select for auto injuries and indicate accident date and state.
  • Employment Injury - Select for injuries covered by Worker’s Compensation.
  • Other Accident - Select this option for insurances requiring the date of injury or onset date.
  • None of the Above - Select if treatment is not related to an injury and the insurance does not require an injury date.
    Discover more about the Accident Date and Date of Injury.

WebPT EMR + Keet - Complete the Related Cause and select an Assigned Therapist who is already a mapped provider in Keet.
Discover more about how to create a Care Team member.

 

Authorization required

Select Yes if an Authorization is required then add the required Authorization.

  • You must include the authorization number to avoid a Pending Authorization rejection in WebPT Billing. You may use 0000 as a placeholder authorization number if necessary.
  1. Click Save Patient to save your changes. The newly added insurance is now applied to the patient's case.
Patient Cases
  • Improve your analytics data by requiring the Primary Treatment Clinic and Marketing Referral Contact.
  • Use the Additional Info field for important notes related to the patient's case. These appear on the patient Record’s page.
  • When marking the Auth Req field Yes follow the system prompts to enter the additional authorization information.
  • When marking the Record Prescription field Yes, the system prompts you for additional information (Start Date, End Date, number of visits, frequency, duration, and alert options) once the case details are completed.
  • When using the Apply Modifier field the Medicare Cap will display on the patient chart and scheduled appointments. Both Front and Back office users can see the Medicare Cap. It turns red once the amount reaches $200.
  • If the KX modifier is needed, select the KX radio button from the Apply Modifiers section. Discover more about the KX modifier.
  • Print the ABN (advanced beneficiary notice form) by clicking Access PDF.


Add Patient Clinics

WebPT EMR | Add a Patient to treating clinic locations

 

  1. Click the Add Clinic tab.
    EMR_Patient Info_Add Clinic.png

    Removing Clinic locations from a Patient

    Additional Locations can only be removed from Patients charts if:

    • The user is a Clinic Admin
    • There are no scheduled appointments for the location
    • The user is not logged into the clinic they want to remove
    • There is no documentation finalized or saved for the location
  2. Select the desired clinic(s) from the Clinic Title drop-down. Be sure to add all clinic locations if the patient could be seen at an additional clinic location.
    EMR_Patient Chart_Select Clinic.png

  3. Click Ok.

  4. Click Save Patient at the bottom of the page.
    EMR_Patient Manager_Patient Info_Save Patient



WebPT EMR | New Patient Integration Data Flows

Members with integrated solutions should review which fields populate for the solution when a new patient is added to the WebPT EMR.



Keet

WebPT EMR + Keet | Integrated Members

The following fields will populate information in Keet:
 

WebPT fieldWebPT Billing fieldNotes
Patient NamePatient Name
Date of BirthDate of Birth
GenderGender
EmailEmail


Therabill

WebPT EMR + Therabill | Integrated Members

The following fields populate information in Therabill:
 

WebPT fieldTherabill fieldNotes
First NameFirst NameIf the insurance requires a middle initial to process claims, place it at the end of the First Name field.
Last NameLast NameIf a patient has a suffix (Jr., III), and it's on their insurance card, then the suffix needs to be added to the Last Name field.
Date of BirthBirthdate
GenderGender
Primary AddressAddressOnly the address marked as Primary flows into Therabill
Email addressEmailOnly the first email address entered flows into Therabill, even if not marked as Primary. If multiple email addresses are entered only the Primary flows into Therabill.
Phone NumberPhoneOnly the first phone number flows into Therabill, even if not marked as Primary
Related Cause ReasonsAuto Accident, Employment Injury, Other Accident or None of the AboveIn the Related Cause section of the patient case, only four reasons directly correlate to selections in Therabill. Discover more information about the Accident Date and Date of Injury fields.
Authorization Required is YesAuthorization #If an Authorization is required, select Yes then add the required Authorization. You must include the authorization number to avoid a Pending Authorization rejection in WebPT Billing. You may use 0000 as a placeholder authorization number if needed.


WebPT Billing

WebPT EMR + WebPT Billing | Integrated Members

The following fields populate information in WebPT Billing:
 

WebPT fieldWebPT Billing fieldNotes
First NameFirst Name
Last NameLast NameIf a patient has a suffix (Jr., III), and it's on their insurance card, then the suffix needs to be added to the Last Name field.
Date of BirthDate of Birth
GenderGender
Primary AddressAddressOnly the address marked as Primary flows into WebPT Billing. A 9-digit Postal Code is required for Medicare patients, DME Patients, and Patients treated at home.
Primary Phone NumberPhone NumberOnly the Phone Number marked Primary will flow into WebPT Billing.
Social Security NumberSocial Security NumberIf the SSN is not included in the patient's record this field generates as 999999999 in WebPT Billing
Related Cause ReasonsAuto Accident, Employment Injury, Other Accident, or None of the AboveDiscover more information on the Accident Date and Date of Injury fields.
Authorization Required is YesAuthorization #If an Authorization is required, select Yes then add the required Authorization. You must include the authorization number to avoid a Pending Authorization rejection in WebPT Billing. You may use 0000 as a placeholder authorization number if needed.


WebPT EMR | Edit a Patient



Edit a Patient

 

  1. Click Display Patients from the Patient Manager.
    EMR_Patient Manager Menu_Display Patients

  2. Use any of the available search fields, including Name, Birth Date, Therapist, Insurance, Insurance Type, Status, etc to narrow your search.
    EMR_Patient Manager_Display Patients_Patient Search

  3. Click the Edit link from the resulting Patient list. This takes you directly to the Patient Info screen.
    EMR_Patient Search_Patient List_Edit

  4. In the Patient Info section, click Edit.
    EMR_Patient Manager_Patient Info_Edit

    Required Information Prompt

    If clinic settings have changed, you may be prompted to enter the newly required information.

  5. Update the information as needed and click Save Patient to save your changes.
    EMR_Patient Manager_Patient Info_Save Patient




Was this article helpful?