Data Imports

When transitioning to WebPT’s EMR from another software, we can import payer, referring physician, and patient data. This article reviews the import timeline and process for each dataset.

Note: Payer, Physician, and Patient imports with less than 5,000 items that are submitted using WebPT's templates are free.  A charge will be associated for any imports exceeding 5,000 items or any imports not delivered in the WebPT import templates. Please reach out to your Onboarding Specialist for access to these import templates. 

Importing Payers (Insurances)

  1. Complete the Payer Import spreadsheet for each insurance you want to move over.
  2. Imports typically take 3-5 days to process after the spreadsheet is received.
  3. Once the payers have been imported, you will need to edit each insurance to adjust the insurance settings. (Insurance settings are not part of the import)
  4. You can only begin documenting in the EMR when the import has occurred and the insurance settings have been updated.

Importing Referring Physicians

  1. Complete the Physician Import spreadsheet for each referring physician you want to move over.
  2. Imports typically take 3-5 days to process after the spreadsheet is received.
  3. You cannot add patients until the import is complete.
  4. You can only begin documenting once the physicians have been imported and the patients have been imported or created.

Importing Patients

  1. Complete the Patient Import spreadsheet for each patient you want to move over.
  2. Imports typically take 3-5 days to process after the spreadsheet is received.
  3. If you do not import your physicians or if you fail to add all physicians prior to requesting a patient import, your patients will import with "Direct Access" as the referring physician.
  4. If you do not import your payers or if you fail to add all payers prior to requesting a patient import, your patients will import as "Self Pay"/uninsured."
  5. Patients are imported as “Inactive.” You’ll need to update the status of each current patient to “Active” before you can begin scheduling or documenting.
  6. Because only the most recent case is imported, you may need to add additional cases for the patient.
  7. You should review each patient and include any vital items such as emergency contacts or insurance details as only basic information is included in the import.
  8. Because the patient’s previous notes are not imported, you’ll need to complete a Placeholder Initial Evaluation for each “Active” patient case.
  9. Because authorizations and prescriptions are not imported, you’ll need to edit the patient’s case to include their authorization or prescription information. This allows the system to track expiring authorizations and prescriptions.