WebPT Billing - Balancing Visits

We recommend balancing your visits daily.

Important Balancing Guidelines

Due to automatic scrubbing rules that are programmed into WebPT Billing, the number of units reported may not be accurate.

Example: If a payer only reimburses up to 2 units of a service code but the provider billed for 3 units, the system will automatically remove the extra unit. Thus, the WebPT EMR will display 3 units while WebPT Billing will only show 2 units. There is no report to see what was scrubbed off, which is why we do not recommend you balance by charges.
If you use the NORCM CPT Code or No Charges this Visit (NC001) checkbox to prevent certain patient documentation from flowing into WebPT Billing, your visit count will be higher in the WebPT EMR Reports. This is because the NORCM/NC001 codes ensure the visit does not flow into WebPT Billing.

Note: We recommend using NORCM instead of NC001 as NORCM allows you to document the treatment codes provided during the service.
When balancing by Finalized Date (WebPT EMR) and Created Date (WebPT Billing), you may find discrepancies in your totals. This happens when a charge is finalized in the WebPT EMR and ends up on the Billing Exceptions report in WebPT Billing.

Example: If charges are finalized on 11/4 and get held on the Billing Exceptions Report. Because those charges haven't been imported into WebPT Billing, they have not been assigned a Created Date. On 11/5, the error on those charges is resolved, and the charges were successfully imported into WebPT Billing with a Created Date of 11/5. So, while the charges will have a Finalized Date of 11/4 in the WebPT EMR, their Created Date is 11/5, so that date won't balance. This is why we recommend balancing weekly.

Balancing Visits (SOAP 1.0)

Before You Balance

In WebPT, review the Missed Notes Report to ensure that all notes have been finalized for the date or date range that you are balancing.
In WebPT, review the Claims Feed Report and verify that all Financial transmissions were successful. To do this, you will need to review the Not Sent status for the Claims Feed Report and the Not-Rebilled status.
In WebPT Billing, resolve any entries located on the Billing Exceptions Report.

Balancing Visits

In WebPT, navigate to the Billing Report.
Run the report for the desired Date of Service and locate the header that displays the total Visits and Units.
In WebPT Billing, open the Reports menu and select Insurance Class Summary.
Run the report by Location and the same date range used to run the Billing Report.
Compare the total Visits between the two reports to ensure they match.

Important: If you use the NORCM CPT Code to prevent certain patient documentation from flowing into WebPT Billing, your visit count will be higher in the WebPT EMR. This is because the NORCM code ensures the visit does not flow into WebPT Billing.

Confirming New Patient Visits

To verify the number of new patient visits, you can use these same two reports.
Note: If you are a SOAP 2.0 clinic, click here to learn how to balance.

On the WebPT Billing Report, sort by CPT Code.
Locate all sections for IE codes (i.e. 97161, 97162, and 97163) and sum the total number of units. Don’t forget to check separate entries for CPT codes with modifiers.
On the WebPT Billing’s Insurance Class Summary report, find the total number of new visits under the New Patients column. Compare the totals between the two reports to ensure they match.

Balancing Visits (SOAP 2.0)

Before You Balance

In WebPT, review the Analytics Missed Notes Report to ensure that all notes have been finalized for the date or date range that you are balancing.
In WebPT, review the EMR Claims Feed Report for each clinic and verify that all Financial transmissions were successful. To do this, you will need to review the Not Sent status for the Claims Feed Report and the Not-Rebilled status.
In WebPT Billing, resolve any entries located on the Billing Exceptions Report for all locations.

Balancing Visits

In the WebPT EMR, open Analytics.
From the Reports menu, choose Notes by Clinic.
Enter the desired Date Range to run the report.
Use the Total Visits column to compare visits from the WebPT Billing's Insurance Class Summary report. Ensure the date range is the same between the two reports.