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WebPT Billing: Custom Codes

Often, clinics will use Custom CPT Codes instead of the standard codes in order to charge a lower rate for Self Pay patients. If your clinic would like to use Custom CPT codes for self-pay patients and supplies, they will first need to be added to your WebPT Billing/RevFlow Procedure Code database.

WebPT Billing

When your clinic was created, you supplied a copy of your CPT Fee Schedule, including any Custom CPT Codes. To see a list of active custom codes, navigate to  Charges > Procedure Codes.

If you would like to add a new code:

  • RevServe and RevEquip Clinics: Email updates@webpt.com and provide the code and associated charge amount.
  • Self-Service Clinics: If the code was not added during your initial account setup, it will appear on your Incomplete Constants report. Once the code is added to the patient's documentation, follow these instructions.


Self Pay & Supplies

At the bottom of the Untimed Codes, Timed Codes, Supplies, Splints/Orthotics, Casts, and Braces sections of the Billing Sheet on a SOAP note, you will find a space for  Custom CPT codes.

Enter the code into the CPT # field exactly as it appears in your WebPT Billing Procedure Code List.

For example, your clinic charges a discounted evaluation rate for patients without insurance. When your clinic was created, you submitted your CPT Fee Schedule with the code  Eval60 to indicate a 60-minute initial evaluation. However, when the therapist documents on the Billing Sheet, they type 60Eval into the Custom # field. Because the code entered does not match exactly to your Procedure List in WebPT Billing, a Billing Exception will be generated.

Billing Supplies

Although payers will not typically reimburse for Custom CPT Codes, any custom supply codes added to a Daily Note will bill out to the patient’s insurance. Afterward, the remaining balance will be due by the patient.

To ensure that payments are applied correctly, all supplies should be recorded in the documentation, and payments should be posted to the patient’s chart in the WebPT EMR using the Supply charge type. The Supply charge type should be set to integrate under the Clinic Settings.

If supplies are purchased outside of a normal visit or are not documented on a Daily Note, they need to be manually added into WebPT Billing to appear on the patient’s statement. The corresponding payment should still be entered into the EMR to satisfy the outstanding charge amount. For more information, please see: Add Charges.

Note: For DME supplies, documentation will need to be added to your practice's DME Clinic in the WebPT EMR.

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