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Preparing for your WebPT Billing Go-Live

Please use this checklist to review and understand the EMR settings that impact your WebPT Billing solution. We also strongly recommend reviewing each Insurance to ensure the settings are accurate so you can avoid potential billing discrepancies and payment delays.

Important: Neglecting this process will have serious downstream consequences in the billing process.

Before Go-Live


Review your provider's WebPT EMR login credentials. 

Check for duplicate provider credentials. Since you can add multiple Clinics to provider profiles, each provider will usually only need one login, regardless of how many clinics they serve. For this reason, it’s important to be sure to Inactivate all but one of the duplicated providers. Duplicate providers in the EMR create duplicate providers in WebPT Billing, resulting in billing discrepancies. 

There are a few rare exceptions when a provider might need an additional WebPT EMR login.  When a provider’s practice includes two or more specialties or when a provider also works in a neighboring state (i.e. Maryland and Delaware). In these cases, it is imperative the provider is logging into the correct WebPT EMR profile when completing notes.


Decide if you will allow assistants to finalize patient documentation.

This functionality is referred to as Supervised by in the WebPT EMR and can be configured at a per-insurance level. Any assistant who finalizes notes will flow into WebPT Billing and should be set up as a Treating Provider by your RCM team.

Self-Serve Members: After your Go-Live date, you will need to review and set up each assistant as a Treating Provider. Do not set them up as Billing Provider.


Review and edit your Insurance Settings.

We strongly recommend reviewing each insurance to ensure the settings are accurate and reduce potential billing discrepancies and payment delays.

Each insurance will have different settings depending on the insurance type, state, or region where you are located, therefore we advise you to consult with the insurance providers in your area for the most accurate setup. For further assistance with insurance settings, check out the Insurance Manager articles. 


Turn off the Individual CPT Code Billing Insurance Setting for each insurance. 

Individual CPT Code billing is managed within WebPT Billing for all payers requiring this setting.

Self-Serve Members: If your insurance requires this setting, please ensure you associate the correct Insurance Class in WebPT Billing to ensure the codes are split to 1 unit per line when billed. If this is overlooked it will result in claim rejections with units dropping off between EMR and Billing.


Review your CCI Edits and Therapy Modifiers. 

For RevFlow EMR Conversion Members: These fields don't carry over during the insurance import part of the conversion process. Please confirm that all insurances requiring the CCI Edits and Therapy Modifiers are updated.


Review your Non-Medicare insurance payer types. 

Decide if you will use the Rule of 8s. Since this is an optional insurance setting for Non-Medicare insurance payers, we cannot guarantee these settings will remain for Members who complete a RevFlow EMR Conversion.


Add any custom Telehealth modifiers you require. 

If you plan to use Telehealth Modifiers, ensure they are added to the Company Settings and to the Insurance. Click here for instructions.


Review your Clinic Settings.


Turn off the Integration Settings: Send 0 units to billing partner.

The Send 0 units to billing partner setting should be turned off since there is no reason to send charges without units to billing.


Determine Payment Integration Settings

Decide which patient payment types (Copay, Deductible, Coinsurance, Supplies, Wellness, Other) you want to flow from the WebPT EMR into WebPT Billing. These settings will not appear in your EMR Clinic Settings until WebPT Billing Go Live Day, but it's important for you to decide now which of these payment types you want to enable, inform your Onboarding Specialist of your preferences. Remember, if you are a RevServe or RevEquip member, your contracted billing rate will apply to these payments.

Post Go-Live

Once you Go-Live with your billing integration you will want to also ensure the following items are in place.


Manually add the Accident Date to any Workers Comp or Auto Insurance patient cases.

The Injury/Onset Date/Change of Status Date field will not appear until the Billing Feed is enabled for WebPT Billing.

You will need to review all Auto and Workers Comp cases on your Go-Live day and add the Date of Injury (DOI) to the Accident Date field. You can use the Patient Case Status report to gather all these records in one report.


Expect missing patient payments on Go-Live.

Because Patient Payments do not begin flowing into Billing until the integration is enabled, some payments taken on Go-Live day may not be represented in WebPT Billing.  These payments will need to be added manually in WebPT Billing. For RevServe and Self-Service users, you can edit the payment and re-save it. You can also intentionally prevent specific payment types from flowing into WebPT Billing.

Run the Patient EMR Payment Log or the Analytics Payment Log report including your Go-Live date in the Date range and compare it with your Billing Payment Log


Validate that your Charges are flowing into all locations. 

Run the Charge Review worklist in WebPT Billing to verify clinics with charges in the EMR also appear in Billing. 


Self-Service users, set up your Single Sign-On (SSO).

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